Passengers

Passengers are the people travelling on a booking. Each booking can have any number of passengers, each with their own contact details, travel preferences, and portal access.

A passenger may or may not be the same person as the booking's customer (the billing contact). One passenger per booking is typically designated as the lead passenger for documents and supplier manifests.

The passengers tab

Open a booking and select the Passengers tab. The list shows:

• Name and avatar initials.
• Lead indicator if applicable.
• Email and phone.
• Date of birth (used for age-based pricing and document generation).
• Portal invite status: Pending, Accepted, Expired, or Not invited.
• Actions: Resend invite, edit, remove.

Passenger details

Each passenger record can hold:

• Full name (as on travel documents).
• Email and phone.
• Date of birth, gender, nationality.
• Passport details (number, expiry, country of issue).
• Dietary requirements.
• Special requests / accessibility notes.
• Emergency contact.
• Custom tags.

The exact fields shown depend on your organisation's configuration.

Portal invites

When a passenger has an email address, you can invite them to the Customer Portal. Invite status is tracked per passenger:

• Not invited: No invite has been sent.
• Pending: Invite sent, awaiting acceptance.
• Accepted: Passenger has accepted and can access the portal.
• Expired: The invite link has expired without acceptance.

You can resend an invite or revoke access at any time. See Customer Portal for more on portal access controls.

Using passenger data

Passenger information feeds:

• Supplier manifests: Auto-generated lists for hotels, transfers, and tours.
• Travel documents: PDFs and itinerary handouts.
• Customer communications: Personalised emails using template variables.
• Portal: Each passenger sees their own profile and the trip details.

Bulk operations

You can add multiple passenger placeholders at once when creating a booking (e.g. for a group of 8) and fill in details progressively as you collect them.