The Daily departures page lists the departures of one day. Under each departure, the pax list shows every booking on it. Dispatchers and office staff use the page to message pax, add notes, assign resources, and track who has arrived.
Open Daily departures
Go to Operations > Departures. The Daily departures page opens and shows a card for each departure of the day.
Click the arrow on the left of a departure card. The pax list opens under the card.
See Departures for the departure cards.
Open the departure page
The departure page shows the pax list and more details of one departure.
On the departure card, click the gear icon and select View Departure. The page shows the departure and its tabs.
The tabs show this:
Passengers: the pax list.
Assignments: the resources and staff of the departure.
Notes: the notes of the departure, for staff and for PaxPortal.
Chat: the chats with customers of this departure.
Sent Messages: the messages sent to the pax of this departure.
Documents: the files of the departure.
Incidents: the incidents of the departure.
Overview: the tour details, the assigned resources, and the payment summary.
Add a file to a departure
On the departure page, click the Documents tab. The Files card shows the files of the departure.
Click Add Document. A 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.
Under Upload to, select Departure or Assignment. This choice shows only when the departure has assignments.
Under Visibility, select Operations (Staff only) or PaxPortal (Visible to guests).
Optional: enter a text in Description (optional).
Click Upload. For a link, click Add Google document link. If you selected PaxPortal (Visible to guests), a window asks if you want to make the file public. Click Yes, Make Public.
Send an e-mail to a pax
In the pax list, find the pax. Click the envelope icon next to the e-mail address.
The Send E-mail window opens. It shows the name and the e-mail address of the pax.
Click Select message template and select a template. Click Modify message.
Change the Subject or the text if needed. Click Review Recipients & Send.
Check the recipient. Click Send.
A message shows that the e-mail is sent. To see the message in the log, click View logs.
The e-mail is about all activities in the booking of the pax. To send an SMS or a WhatsApp message, click the gear icon at the end of the row, select Send Message, and select the type. To message all pax of a departure, see Send e-mail to a departure.
Add a note to a booking
Click the gear icon at the end of the row of the pax. Select Notes.
The Activity notes window opens. Enter a text in Internal Note or Passenger Note.
Only staff see an Internal Note. The customer sees a Passenger Note on PaxPortal.
Click Save.
Assign a resource to pax
Select the checkbox of each pax that needs the resource. To select all pax, select the checkbox in the table heading. The toolbar shows how many activities you selected.
Click Select Resource to Assign and select a resource.
Click the plus button (+) next to the resource. The resource is assigned to the selected pax.
To remove the resource, select the pax and click the minus button (-).
To assign staff, use Select Staff to Assign in the same way. See Assign a resource on a departure and Assigning staff on a departure.
Add a booking to a departure
On the departure page, click Create Booking. A form opens.
Under Passengers, select the number of Adult, Teenager, and Child pax.
Enter the First name, the Last name, and the Email of the customer. Optional: enter the Phone number.
Under Payment Status, select Paid in full, Partially paid, or Not paid.
Click Create. The message New Booking successfully created shows.
Note: You cannot add a booking after the departure starts. The page shows "Unable to add booking: Departure already in progress or completed." You also cannot add a booking to a departure group. Open a single departure.
Change the status of a pax
In the Status column, click the status of the pax.
Select Confirmed, Arrived, No Show, or Dropped Off.
To mark many pax as arrived:
Above the table, click Mark all N remaining passengers as arrived. N is the number of bookings that are not arrived.
The window Mark all as arrived? shows how many pax change. Click Mark arrived.
To mark only some pax, select their rows and click Mark arrived (N).
Wait for a no-show pax
When a driver or guide marks a pax No-show in Enroute and the no-show timer is on, a countdown starts. You see the same countdown in the Status column of the pax list. You can give the pax more time, or end the wait.
Find the pax. The Status column shows No Show and a countdown, for example 4:44, with the buttons +30s and Go on.
To give the pax 30 more seconds, click +30s.
To end the wait, click Go on. The pax stays No Show.
When the time ends, the countdown changes to Wait over. If the pax arrives, select the status Arrived. The countdown stops.
The countdown starts only when the driver or guide marks the no-show in Enroute. If you select No Show in the status list yourself, no countdown starts. An admin sets the wait time in Settings > Enroute settings. See Enroute settings. For what the driver sees, see Schedule.
Show the seller and the booking channel
The seller and the booking channel are not in the pax list by default. To add them:
Click the Pax list button above the table. The button shows the name of your pax list setup. A menu opens.
Select Columns.
Select Seller & channel.
The table shows a column with the heading Seller. It shows the name of the seller, and under it a badge with the booking channel.
The badge has a color for these channels:
GetYourGuide is orange.
Viator is green.
Airbnb is red.
Expedia is blue.
Any other channel shows its own name in gray. If the booking has no channel, there is no badge. If the booking has no seller and no channel, the column shows a dash. To see the full name of a channel, hold the pointer over the badge.
Open a booking
In the Reference column, click the reference number of the pax.
The booking page opens. The buttons at the top are:
Message customer
Send ticket
Reschedule
Edit pax details
Open booking in PaxPortal
Cancel booking
The booking page also has the notes of the booking, the booking forms and waivers, and the files. To add a file to the booking, click Upload under Tickets & files or Booking files. The Booking origin card shows the seller and the booking channel.
Open a booking on PaxPortal
Click the gear icon at the end of the row of the pax. Select Open on PaxPortal. PaxPortal opens with the booking of this pax.
If the booking comes from a booking system such as Bókun, the same menu has an Open on Bókun item.