The Daily departures page lists the departures of one day. It shows what each departure still needs, and under each departure the pax list shows every booking. Dispatchers and office staff use the page to assign staff and resources, message pax, 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, or click an empty part of the card. The pax list opens under the card.
To open the departure page, click the name of the departure on the card. See Departure lists: managing a single departure.
Change the view
At the top right, click the Card view icon or the Table view icon. The card view is the default.
The readiness pills, Group by for departures, and the selection bar for departures show only in the card view.
Group the departures
Next to Group by, click Time, Product, Location, or Staff. The cards show in one group for each value.
To close or open a group, click its heading.
To show the cards without groups, click the list icon next to the options.
The option with the AUTO tag is the automatic choice. PaxFlow selects Staff when no departure of the day uses a vehicle or a boat and some departures have staff. In all other cases it selects Time. Hold the pointer over the option to see the reason.
Hide departures
Use the checkboxes above Group by:
All departures: also shows the departures that have no bookings.
Hide closed: hides the departures that are closed out in your booking system.
Hide empty departures: hides the departures that have no booked pax. A departure group shows if one of its departures has pax that are not cancelled.
See what a departure needs
Each card shows pills for the work that is not done yet:
Guide, Driver, Bus missing: the staff and resources that are not assigned. Click the pill to open the assignment panel.
13 booking forms missing and 2 waivers unsigned: the bookings that still need a booking form or a waiver.
160.00 EUR due · 4 bookings or 4 unpaid bookings: the bookings that are not paid.
2 unread: chat messages that nobody read. Click the pill to open the Chat tab of the departure. On a departure group, the pill opens the pax list.
Ready to go: the departure needs nothing more.
To see the bookings behind a pill:
Click the booking form, waiver, or payment pill. The pax list opens and shows only those bookings. The filter shows as Showing: Booking form missing above the table.
To show all bookings again, click the x on the filter.
Assign staff from the card
On the card, click an open position. Open positions show in orange with a person icon. A list of staff opens.
Select a person. PaxFlow assigns the person to the position.
To let PaxFlow pick, hold the pointer over the open position and click Best match. PaxFlow assigns the first free person who passes the Shift Rules. A message shows who is assigned. To remove the person again, click Undo in the message.
If the assignment breaks a Shift Rule that warns, the Shift Double-Booking window opens. To assign the person, click Proceed Anyway. If a Shift Rule blocks the assignment, a message shows and PaxFlow does not assign the person.
Hand over a role to another person
Next to Group by, click Staff. Each person shows with their roles of the day.
Drag the handle on the left of a role onto another person. Or click Hand over next to the role and select the person.
To make the role open again, click Hand over and select Release to Open positions.
A message shows the change. To go back, click Undo in the message.
Do one task for many departures
Select the checkbox on the left of each departure card. A bar at the bottom of the page shows how many departures you selected.
Click an action in the bar:
Message guests: send a message to the pax of the selected departures.
Assign staff: open the assignment panel. This works when you select one departure.
Pax list: download or print a saved pax list for the selected departures.
Change status: change the status of the selected departures.
To clear the selection, click the x in the bar or press Esc.
Group the pax list
Open the pax list of a departure. Next to Group by above the table, click Resource, Staff, Pickup, Check-in, Seller, or None. The table shows one group for each value. Only the options that fit the departure show.
To go back to the automatic choice, click Back to auto.
PaxFlow selects Resource when the departure has more than one resource or pax without a resource. Then it selects Staff when the departure has more than one guide, and Pickup when it has more than one pickup place. In all other cases it selects None.
Move bookings between groups
Group the pax list by Resource, Staff, Pickup, or Check-in.
Drag a row into another group. PaxFlow changes the resource, the guide, the pickup place, or the check-in status of the booking. An empty group shows Drop bookings here.
A message shows what moved. To move the booking back, click Undo in the message.
If the move puts a resource over its capacity, the Over capacity window opens. To move the booking, click Move anyway. You cannot move rows when the list is grouped by Seller or None.
See the totals
Each group ends with a Subtotal row. The last row of the table is Total. When a filter is on, the last row is Total shown and counts only the rows that show. The rows show the pax, how many arrived, the number of bookings, the booking forms and waivers that are done, and the amount.
The Amount column shows the price of each booking. Under it, the amount that is not paid shows in red with due. A booking that is fully paid shows Paid.
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 change some pax at the same time:
Select the checkbox of each row. A bar at the bottom of the page shows how many pax you selected.
Click Arrived or No-show. A window asks you to confirm. Click Mark arrived or Mark no show.
In the same bar, Move to moves the selected rows to another group, and Message sends a message to the customers of the selected pax.
To mark all 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.
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.
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 starts only when the driver or guide marks the no-show in Enroute. An admin sets the wait time in Settings > Enroute settings. See Enroute settings.
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.
Click Select message template and select a template. Click Modify message.
Change the text if needed. Click Review Recipients & Send.
Check the recipient. Click Send. 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 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.
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 to pax, use Select Staff to Assign in the same way. See Assign a resource on a departure and Assigning staff on a departure.
Show the seller and the booking channel
Click the Pax list button above the table. The button shows the name of your pax list. A menu opens.
Select Columns, then select Seller & channel.
The Seller column shows a badge with a short code for each booking:
A known channel shows its code, for example GYG (GetYourGuide) in orange, VIA (Viator) in green, or EXP (Expedia) in purple.
A booking that you sold yourself, or that has no seller, shows WEB.
Any other seller shows its initials in blue.
To see the full name of the channel and the seller, hold the pointer over the badge. If the booking has no seller and no channel, the column shows a dash.
Open a booking
In the Reference column, click the reference number of the pax. The booking page opens.
The gear icon at the end of the row also has View Booking, Open on PaxPortal, and, for a booking from your booking system, Open on <name of your booking system>.
See the product details
On a card, click the product code next to the departure name. A panel with the product details opens on the right.
To open the product page, click Open full page.
Notes
Only the departures that the filters show are part of a selection.
Drivers and guides who use only Enroute do not see the payment pill, the Unpaid filter, and the Amount column when Show Sales Information to enroute-only users (drivers and guides) is off in Settings > Enroute settings. This setting is on by default. All other users always see this information.
The Undo button stays in the message for 10 seconds. If the booking changed again in that time, the message says Already changed, nothing to undo.