PaxFlow has notes on departures, on bookings, and on staff schedules. This article lists each note: who writes it, where they write it, and who can read it. Readers are your staff in PaxAdmin, your guides in Enroute, and your passengers in PaxPortal.
Departure notes
A departure note is for everyone on one departure. Staff write departure notes in Operations > Departures: click the gear icon on the departure, then click Edit notes.
Staff note: for your team and your guides. Staff see it in PaxAdmin. Guides see it in Enroute, and can add or edit it there. Passengers never see it.
Passenger note: for the passengers on the departure. Passengers see it on their booking in PaxPortal. Staff and guides see it too, and guides can edit it in Enroute.
Product notes: a staff note and a passenger note on the product, in the Departure Notes card of the product. Every departure of the product shows the product note first, to the same people as the departure note. You can hide a product note on one departure. See Product Settings.
Group notes: when departures are in a departure group, the notes are on the group, and the notes window is called Group notes.
On the Notes tab of the departure page, the staff note is called Departure Operation Note (internal) and the passenger note is called PaxPortal Departure Note. See PaxPortal departure notes.
Status note
Staff write the status note when they change the status of a departure. In the Change status window, they enter it in Public reasons for status change. The note can have up to 100 characters, and the window shows the count.
Passengers see the status note with the departure status in PaxPortal. Staff see it on the Notes tab of the departure page, as Status Note. See Change Departure status.
Booking notes
A booking note is for one booking only. Staff write booking notes in Bookings > All bookings: open the booking, then click Edit or Add note in the Notes section. The Activity notes window opens. Staff can also open this window from the notes icon of a booking in the passenger list on the Departures page.
Internal Note: for your team and your guides. Staff see it in PaxAdmin. Guides see it on the passenger in Enroute, and can edit it there. Passengers never see it.
Passenger Note: for the passengers on the booking. Passengers see it on their booking in PaxPortal. Staff and guides see it too, and guides can edit it in Enroute.
Important switch: each of the two notes has one. PaxAdmin shows an important note in an orange box above the Notes section of the booking, and with a red mark in the passenger list. Enroute shows it with a red border. PaxPortal marks an important passenger note so that passengers notice it.
Notes from the booking system: the General, Finance, and Operation notes come from your booking system. They show under External notes on the booking. You cannot edit them in PaxAdmin. Passengers never see them.
See Activity notes.
Staff notes
Staff notes are on shifts, on unavailabilities, and on staff requests. Passengers never see them.
Shift note: staff enter it in the Note field when they create or edit a shift in Operations > Shifts. Staff see it on the shift in PaxAdmin. The guide sees it on the shift in Enroute > Shifts. An open shift shows its note to the guides who can take it. See Create a shift.
Unavailability note: the Note on an unavailability. Staff enter it when they create an unavailability for a staff member in Operations > Shifts. Staff members can also add unavailability for themselves on their profile page, under My unavailabilities. This list shows all their unavailabilities and notes, also the ones that other staff create for them. Staff see the note on the unavailability in Shifts and in the calendar.
My Private Note: a guide writes it on a departure in Enroute > Schedule. Only that guide can see it. Other staff and admins cannot. See Schedule.
Staff request note: when a shift needs approval, a guide can enter a Note (optional) when they request the shift in Enroute > Shifts. Staff see it in the Note column in Operations > Staff requests. When staff deny a request, they can enter a Reason (optional). In Enroute, the guide sees it on the Denied badge of the shift, as Operator note. See Make a shift available to staff and manage staff requests.
Resource unavailability note: when staff make a resource unavailable in the Resources view of Operations > Calendar, they can enter a Note (optional) on the Unavailability tab. The note shows on the unavailability in the resource calendar. See Resource Calendar.
Notes
Guides read notes in Enroute. To turn on Enroute, ask PaxFlow support.