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Check passports that expire too soon

Find travellers whose passport is missing, expired or ends less than six months after the trip, and ask the customer for a renewed one.

How toUpdated

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Many countries refuse a traveller whose passport ends less than six months after the trip. Check the passports of every upcoming trip well before departure, so the customer has time to renew.

Before you start

  • The passport details, including Expires, must be saved on each traveller (Travellers → Scan passport or Edit details). A passport copy uploaded on Documents does not fill in the expiry date.

Steps

  1. Open the trip and its Travellers and documents tab. The Passport column shows the last digits of each passport, or Missing when none is saved.
  2. Read the date under each passport. It is red, as "Expires …", when the passport ends less than six months after the trip returns.
  3. For all your trips at once, open Travellers and choose Passport expiring. The list shows every passport that ends within six months of the return of the traveller's next trip (or of today, for travellers with no trip). The number next to the filter is the count.
  4. Pick a traveller. The passport card says why, for example "This passport expires on …, less than 6 months after … returns from … on …".
  5. Press Ask for a renewed passport. WhatsApp opens to the customer's mobile with a ready message, in the customer's language, asking for a photo of the renewed passport.
  6. When the new passport arrives, press Scan again (or Edit details) to save the new number and expiry date.

Tip

The dashboard and the bell (Activity) also warn you: "… passports expire too soon for the trip". Press Check passports to open the list, or Open booking when only one traveller is concerned.

After you check

  • When the new expiry date is saved, the traveller shows Valid and leaves the Passport expiring list.
  • On the trip's Travellers and documents tab, the date is no longer red.
  • The dashboard alert goes down by one.

If something goes wrong

  • No passports expiring with "Every passport is valid six months past the return.": nothing to do.
  • The expiry field shows This passport has expired: the date is in the past. Ask the customer for the new passport.
  • The field hint says "Expires …, within six months": you can still save. The traveller will show Expires soon.
  • Scan passport and Edit details are missing: your role cannot edit travellers. Ask a colleague in operations or sales.

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