Each departure has a details page. It shows how ready the departure is, the pax list, a run sheet, and the assignments. From the page you can also send a message to all pax, edit the notes, add files, change the status, and download the pax list. This article shows each task.
Open a departure
Go to Operations > Departures. The Daily departures page opens.
Click the product name of the departure. The departure details page opens.
To go back to the list, click Back to Departures at the top of the page.
What the page shows
The header shows:
The product name. Click it to see the product details in a side panel.
The date and the start time of the departure.
The other departures on the same day. See "Go to another departure of the same day" below.
The Message all button.
The Default, Code and Name buttons, which set whether tours show with the product code or the full name. Default uses the setting of each product.
The gear icon, which opens the actions menu.
The status of the departure, for example Planned. To change the status, click it.
Under the header, the readiness strip shows one card for each part of the departure:
Passengers: the pax count, the number of bookings, and the pax with special needs.
Crew: how many staff are assigned and how many are necessary, and which positions are missing.
Resources: the assigned resources, or Not chosen, and how many pax are not placed on a resource.
Arrival status: how many pax arrived and how many are no-shows.
Forms & waivers: how many booking forms and waivers are still open.
Payments: the amount due and how many bookings have an amount due.
Availability: the booked seats and the duration of the departure.
Under the strip are the tabs Passengers, Assignments, Notes, Chat, Sent Messages, Documents, Incidents, Overview, Boarding and History.
Add a file to a departure
Click the Documents tab. The Files card shows the files of the departure, its product, and your company.
Click Add Document. The Add Document window opens.
Under Type, select File upload or Google document link.
For a file, click Click to select a file and select the file. The maximum size is 10.0 MB. For a link, enter the Title and the URL. The URL must be a docs.google.com link to a Google Doc, Form, Sheet or Slides file.
If the departure has assignments, select Departure or Assignment under Upload to. For Assignment, select the assignment in the list.
Under Visibility, select Operations (Staff only) or PaxPortal (Visible to guests).
Optional: enter a description of up to 500 characters in Description (optional).
For a file, click Upload. For a link, click Add Google document link. A message shows the result.
If you selected PaxPortal (Visible to guests) for a file, the Make File Public? window opens. To show the file to guests on PaxPortal, click Yes, Make Public.
Note: For a Google document link, Visibility sets where the link shows. The sharing settings in Google set who can open it. If you do not see Add Document, your user group cannot change departures. To get access, ask an admin in your company to change your user group in Settings > User groups.
Go to another departure of the same day
In the header, click the time and product code of the departure. Its details page opens.
To see more departures, click the arrows on each side of the list. The arrows and the counter show only when the day has more than 3 departures.
To see all the departures of the day, click the counter, for example 1-3 / 11. Select a departure from the list.
Note: The departures of the day show only when the day has more than one departure.
Filter the pax list from the readiness strip
Click a card in the readiness strip. The Passengers tab opens and shows only the matching pax:
Passengers shows the pax with special needs.
Resources shows the pax that are not placed on a resource.
Arrival status shows the pax that did not arrive.
Forms & waivers shows the pax that still owe a form or waiver.
Payments shows the unpaid bookings.
A label above the list shows the filter, for example Showing: Not arrived.
To remove the filter, click the same card again, or click the x on the label.
Note: The Crew and Availability cards do not filter the list.
Use the pax list
The Passengers tab shows the pax list of the departure.
To filter the list, click Pickup Place, Seller, Status, Resource or Staff. To search, enter text in Search activities.... To remove all filters, click Reset.
To change the columns, click the Pax list button and select a saved pax list. To save the current columns, select Save as new pax list….
To group the rows, click an option next to Group by, for example Resource, Staff, Pickup, Check-in, Seller or None. Only the options that apply to the departure show. The AUTO tag shows the option that PaxFlow selected for this departure. To go back to that option, click Back to auto.
To assign a resource or a staff member to some pax, select the pax, then use Select Resource to Assign or Select Staff to Assign.
To add a booking to the departure, click Create Booking.
Note: You cannot add a booking after the departure started or finished.
Read the run sheet
The run sheet is next to the pax list. It shows:
Shift Rules: the Shift Rule results for the departure, or Clear when there are no issues. This part shows only when PaxFlow has turned on Shift Rules for your company.
Notes: the Operation note and the PaxPortal note. To edit them, click Edit. The Notes tab opens.
Money: the total, paid and due amounts, and the pax for each booking channel.
Chat: the unread messages of the departure. To open the chat, click Open chat.
Send a message to all pax
Click Message all and select Email, SMS or WhatsApp.
Select a message template.
Click the button at the bottom of the window to go to the next step, and edit the message if necessary. For Email, the button is Modify message. For SMS and WhatsApp, it is Save & Continue. A WhatsApp message uses an approved template.
Click the button again to see the recipients. For Email, the button is Review Recipients & Send. For SMS and WhatsApp, it is Save & Continue. Look at the list of recipients.
Click Send.
Note: Email is not available when no pax has an email address. SMS and WhatsApp are not available when no pax has a phone number. When the departure has no bookings, you cannot click Message all.
Assign staff and resources
Click the Assignments tab. It shows the assignment slots of the departure, and under them the list of staff and resources that are available that day.
To fill an open staff slot quickly, click Best match: and the name under the slot. PaxFlow assigns the first free person who passes the Shift Rules. A message shows the result.
To undo the assignment, click Undo in the message.
To select a person or resource yourself, go to the Available list. Click Staff or Resources.
Drag a person or resource onto an open slot. Or click Assign next to a person, or Pick next to a resource. Pick shows only when the resource fits a missing resource slot. For staff, PaxFlow checks the Shift Rules when you drop. For resources, PaxFlow checks for overlaps on the same day.
Note: When no free person passes the Shift Rules, the slot shows No free match.
For more, see Assigning staff on a departure and Assign a resource on a departure.
Use the actions menu
Click the gear icon in the header. The actions menu opens. It also has Send Message, which sends a message to the pax.
To edit the notes, select Edit notes. Enter the Staff note and the Passenger note. The Preview shows what guides and passengers see. Click Save changes.
To set how long the departure takes, select Set duration. When a duration is set, the item is Edit duration. For a departure group, the item is Set group time.
To export the booking form answers, select Export responses, the booking form, and then All responses. Select the file format: .csv, .xlsx or .pdf.
To change the status, select Change Status. You can also click the status in the header. See Change departure status.
To check in pax with tickets, select Open Ticket Scanner. The ticket scanner opens for this departure.
To open the product, select View Product Settings. To see the booking forms, select View Booking Forms.
To download or print the pax list, select Download Pax List (CSV), Download Pax List (Excel) or Print Pax List. If you have saved pax lists, select one, or select Using on-screen columns.
Note: Export responses shows only when the product has booking forms.
Notes
For a departure group, the page does not show the other departures of the day, the Default, Code and Name buttons, the Incidents tab, Create Booking, or Best match. See Departure groups.
Admins always see the Payments card and the Money part of the run sheet. Drivers and guides who use only Enroute see them only when Show Sales Information to enroute-only users (drivers and guides) is on in Enroute settings.
Only users with access to the Audit log see the Boarding and History tabs. Admins and owners always have access. Other users get access through their user group.