Check upcoming departures and minimums

Check the board every morning, and before you confirm a group with the airline or the hotel. Each trip gets a readiness score in %, and a warning when it has not reached its minimum group size.

How the score is made

The score is the average of up to four parts. A part that does not apply to the trip is left out.

For example, documents 90%, checklist 6 of 8 (75%), rooming list not sent (0%) and 80% collected give (90 + 75 + 0 + 80) / 4 = 61%: an amber bar.

Steps

1. Open Departures and choose the period: 2 weeks, 30 days, 60 days or 90 days.
2. Look at the Ready column. Red (50% or less) and amber (above 50% up to 80%) trips need attention; green is above 80%.
3. Hover over a bar to see which part is low: Documents, Checklist, the rooming list, or the money still to collect.
4. Look for "Below minimum: …/…" under the bar: counted travellers against the trip's minimum to run.
5. Click the trip's row. Check the Passenger manifest: Missing in the Passport column means no passport is saved for that traveller.
6. Press Open trip and fix what is missing:
   • documents and passports: the Travellers and documents tab, then Open documents;
   • tasks: the Checklist tab;
   • rooms: the Hotels and rooms tab; mark the rooming list as sent from the hotel's rooming list (Mark rooming list sent);
   • money: the bookings with a balance, from the Bookings tab.
7. Come back to Departures. The score updates when you return.

Who counts toward the minimum

Each trip sets its own rule when you edit it, under A traveller counts toward the minimum once:

• Booked: every adult and child on a confirmed booking. Infants do not count.
• Deposit paid: only adults and children of bookings that have paid something.
• Fully paid: only adults and children of bookings that are fully paid.

So a trip with 12 travellers booked and a minimum of 10 can still show "Below minimum: 8/10" when it counts only fully paid bookings.

If something goes wrong

• Departures is not in your menu: your role cannot see departures. By default the owner, managers and operations can.
• Nothing leaves in this period: choose a longer period.
• The score stays low although every document is filed: hover over the bar. The checklist, the rooming list or the money are lowering it.