The Departures page lists every departure on a day. From one departure you can open its pax list, edit its notes, send a message to its pax, change its status, manage its assignments, and open its details page. This article shows each task.
Open the Departures page
Go to Operations > Departures. The page opens on today's date in card view.
To see another day, click the arrows next to the date.
To switch between card view and table view, click the two view buttons at the top right of the page.
What the screen shows
In card view, each departure is a card. The cards are grouped by start time.
The product name. Click it to open the departure details.
A time label, the product code, and the product labels.
The assignment status, for example Unassigned.
The pax count, followed by the count for each ticket type.
The notes button. The icon is filled when the departure has notes.
The status of the departure, for example Planned. To set a new status, click it and select a status from the list.
The gear icon, which opens the actions menu of the departure.
The assignments of the departure and a bar that shows how many seats are booked and how many are left.
In table view, each departure is a row with the columns Start time, Product Code, Product Title, Pax, Notes, Incidents, Status, Availability, Duration, and Assignments.
Open the pax list of a departure
Click the arrow to the left of the product name. The card opens and shows the pax list of the departure.
To change the columns, click the Pax list button above the list. Select a saved pax list, or select Columns to show or hide single columns. For more about saved pax lists, see Passenger lists (pax list).
To filter the list, click Pickup Place, Seller, Status, Resource, or Staff. To search the list, enter text in Search activities....
Look at the Seller column. It shows the name of the seller and, below it, a badge with the booking channel. GetYourGuide, Viator, Airbnb, and Expedia each have their own badge colour. Other channels show their name in a grey badge. To see the full channel name, put the pointer on the badge. If a booking has no seller and no channel, the column shows a dash. In the Columns menu, this column is called Seller & channel.
Look at the Booking Forms column. Each form shows as a button with the number of answers and the number of answers needed, for example (0/4). The button is red when no answers are in, orange when some are in, and green when all are in.
To see the answers, click the form button. A window opens with one row for each guest. To edit the answers, click the menu at the top of the window and select Edit booking form.
To put a booking on a resource, select it in the Resource column. To put many bookings on one resource, select the bookings, then use Select Resource to Assign above the list.
Note: By default, the Booking Forms column shows only when the departure has booking forms. The Resource and Staff columns show only when the departure has an assignment template.
Open the actions menu
Click the gear icon on the departure card. The actions menu opens.
Select an action. The sections below explain each one.
Note: Set duration sets a duration for this departure only. When the departure already has its own duration, the item is called Edit duration.
Edit the notes of a departure
Click the gear icon and select Edit notes, or click the notes button on the card. The Departure notes window opens. For a departure group, the window is called Group notes.
Under For this departure, enter the Staff note and the Passenger note. Guides and staff see the staff note. Passengers see the passenger note in PaxPortal. The Preview on the right shows what each group sees.
If the product has a note, the preview shows it first, with the badge From product. To hide the product note on this departure, turn off Show the product note above the staff note or Show the product note above the passenger note.
Click Save changes. PaxFlow shows the message Departure notes saved.
Note: If you click Close with unsaved changes, PaxFlow asks you to select Keep editing or Discard and close.
The notes also show in the Departure Brief, in Enroute, and on the Notes tab of the departure details. For more, see Internal departure notes, PaxPortal departure notes, and Departure brief - departure notes overview. Product notes are set in the Departure Notes card of the product settings. See Product Settings.
Send a message to all pax of a departure
Click the gear icon and select Send Message.
Select E-mail, SMS, or WhatsApp.
Select a message template and click Modify message.
Change the message if you need to, then click Review Recipients & Send.
Check the list of recipients and click Send.
To see the messages that were sent, open the departure details and select the Sent Messages tab.
Note: E-mail is available when at least one booking has an email address. SMS and WhatsApp are available when at least one booking has a phone number. WhatsApp shows only when WhatsApp is turned on for your company. To turn it on, contact PaxFlow support.
Export the booking form answers
Click the gear icon and select Export responses.
Select the booking form, then select All responses. To export only the pax on one resource, select the name of the resource.
Select .csv, .xlsx, or .pdf. PaxFlow downloads the file.
Note: Export responses shows only when the product has booking forms.
Change the status of a departure
Click the gear icon and select Change Status. The Change status window opens.
Select the status in New status.
Under Customers, enter a reason in Public reasons for status change. The reason can have up to 100 characters. To add a note that passengers see in PaxPortal, click Add next to PaxPortal Departure Note.
Under Internal, click Add next to Departure Operation Note (internal) to add a note for your staff.
Click Change status.
Note: To send a message to the pax about the change, select Notify customer manually and select a template. The button then changes to Modify message, and you send the message in the next steps.
Manage the assignments
Click the gear icon and select Manage Assignments. A panel opens on the right with the assignments of the departure.
On the Assignments tab, click Add Resource or Add Staff, or click an empty staff slot. The panel lists what is still missing for each assignment.
To open the full details page, click Open departure.
For more, see Assignment Templates, Assign a resource on a departure, and Assigning staff on a departure.
Open the ticket scanner
Click the gear icon and select Open Ticket Scanner. The ticket scanner opens for this departure.
Scan the tickets with the camera, or click Find booking to find a booking by hand. When you are done, click Finish.
Note: The ticket scanner is available only when it is turned on for your company. To turn it on, contact PaxFlow support.
Open the departure details
Click the gear icon and select View Departure, or click the product name on the card. The details page opens.
Look at the header. It shows the product name, the date and start time, and the status. Below the header are the pax count, the arrival status, the resources, and the availability.
To change how the tour name shows, click Default, Code, or Name in the header. Default uses the setting of each product, Code shows the product code, and Name shows the full name. The same switch is at the top of the Departures page in card view. For more, see Change display name on a product.
Select a tab: Passengers, Assignments, Notes, Chat, Sent Messages, Documents, Incidents, or Overview.
To add a booking to this departure, click Create Booking.
Note: You can add a booking only before the departure starts. If the departure is in progress or completed, PaxFlow shows Unable to add booking: Departure already in progress or completed. Users with access to the audit log also see the Boarding and History tabs.
Open the product settings
Click the gear icon and select View Product Settings. The settings of the product open.
To open the booking forms page, click the gear icon and select View Booking Forms. This item shows only when the departure has booking forms.
Download or print the pax list
Click the gear icon and select Download Pax List (CSV), Download Pax List (Excel), or Print Pax List.
Select a saved pax list, or select Using on-screen columns to use the columns you see now.
Note: If your company has no saved pax lists, the three items download or print the list right away with the columns on screen.
Notes
A departure group has the same menu, with Set group time in place of Set duration, View Departure Group in place of View Departure, and Manage Departure Group when the group uses a template. See Departure groups.
The items in the menu depend on the departure. For example, Export responses and View Booking Forms show only when there are booking forms.