File - Travelers and rooms

Guide to managing travelers and rooms in the file interface

 

This panel can be divided into 4 main parts

Room summary

Add additional rooms

Manage room

Add pax details

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Room summary

This section provides a clear overview of the total number of rooms and travelers associated with the booking. This functionality is particularly beneficial for efficiently managing group bookings.

Example group file:

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Add additional rooms

In this section, you have the option to add additional rooms to your file. This section is divided into 2 parts, quantity field and room type:

In the quantity field, you can specify the number of rooms you wish to add. 
In the room type field, you can choose the room type based on occupancy, such as single, double, or triple rooms.

Selecting or clicking in the room type, will automatically add the desired rooms to your file.

Here are a couple of illustrative examples to guide you through the process.

We’ll name our 2 travelers R1-First, Pax & R1-Second, Pax.  
R1 serves as a illustrative prefix to differentiate between the rooms in this specific example, with R1 representing the first room and R2 indicating the second,... We will also label our travelers according to the sequence in which they are added to to illustrate the workflow.

Example: Step 0 - starting configuration

This represents the starting configuration of our rooms.

 

Example: Step 1 - Add a double room

In the following step, we will proceed to add one double room, by clicking into the room type field. As a result, the summary will now reflect that there are a total of 4 travelers accommodated in 2 rooms. Only 1 room was added, as our quantity was left to 1. 

 

 

Example: Step 2 - Add 2 single rooms

In the subsequent step, we will proceed to add 2 additional single rooms to the booking.

Set the quantity to 2 and select single room in the list. By selecting the item in the list, the 2 single rooms will be added to your file.

 

You will now have 6 travelers accommodating 4 rooms.

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Manage room

In this section you can manage the travelers in the room, delete the room. 

Field	Description
Nickname	Informal Nickname
First Name	Traveler’s official first name.
Last Name	Traveler’s official last name.
Date of Birth	Required for correct pricing (e.g. child discounts).
Birthplace	Optional. Can be used for certain visas or insurance requirements.
Age	Automatically filled based on Date of Birth, or entered manually.
Gender	Dropdown selection (Male, Female, Others). Used for bookings/documents.
Nationality	Country of citizenship.
Preferred Language	Traveler’s preferred language (used in communication templates).
E-mail	Email address used for communication
Phone	Landline phone number (if available).
Mobile Number	Traveler's mobile contact.
Passport Issue Date	Date of passport issuance.
Issued Location	City or country where the passport was issued.
Passport Expiry Date	Expiration date of the traveler’s passport.
Passport Number	Passport identification number.
Emergency Number	Alternative phone number to reach someone in case of emergency.
Has Private Insurance?	Checkbox to indicate if the traveler is covered by private insurance.
Insurance Company	Name of the insurance provider (if applicable).
Head Booker	Toggle to mark this traveler as the main contact for the booking.
Address	Linked address (CRM entry); can be searched and selected from known entries.

Example: Step 3 - Add a child to room 1

In the subsequent step, we will proceed to add a child to the first room in our booking. We'll pick up where we left of with the situation of 6 travelers in 4 rooms.

Add a child, by clicking the + symbol next to the Children in room one.

Note that an extra traveler has been added to the file. As this traveler was a child, a default age of 5 will be assigned.

Example: Step 4 - Assign the child to room 2

Select the three-dot icon next to the first room and deselect the traveler labeled as Person 7, which corresponds to the child we just added.

After your selection or deselection was made, click outside the selection list, to return to your configuration.

Next, select the three-dot icon next to the room 2 and select the traveler labeled as Person 7, which corresponds to the child we just added.

 

Add pax detail

This button will open the Pax details panel, where you can quickly edit all travelers. The travelers are grouped by room.

The primary booker is typically assigned to the first room, but you have the flexibility to designate a different traveler as the main booker. The fields in this section function similarly to those described in the Travelers pane, thus eliminating the need for redundant explanations.µ

The Pax details panel offers complete customization options to tailor traveler information to your specific needs.

Customize Pax details

1. Navigate to Administration in the main menu
2. Select Field configuration in the administration menu
   
3. Use the pencil icon to edit the corresponding field configuration
   
4. Switch to the Fields tab.
   Here you can start configuring the fields for the pax details