Passport validity checks
How the system decides that a passport is valid, expires soon or has expired, and which screens warn you.
A passport counts as valid when it is still valid six months after the traveller comes home from their next trip. The system checks this from the Expires date saved on the traveller, and shows a warning on every screen where it matters. The six months are fixed: there is no setting to change them.
The four passport states
| State | When | Where you see it |
|---|---|---|
| Valid | The passport ends six months or more after the return of the traveller's next trip. | No chip on the list; the card says "Passport valid for this trip". |
| Expires soon | The passport has not expired, but ends less than six months after that return. | Amber chip; the trip's Travellers and documents tab shows the date in red. |
| Expired | The expiry date is in the past. | Red chip; "This passport expired on …". |
| No passport | No expiry date is saved. | Grey chip; Missing in the trip's Passport column. |
The next trip is the traveller's earliest confirmed booking whose trip has not returned yet. A traveller with no upcoming trip is checked against today: the passport must be valid six months from today.
An example
Zainab travels on a trip to Istanbul that returns on 20 December. Her passport expires on 3 April. That is less than six months after 20 December, so she shows Expires soon. In the list, her line reads Passport expires too soon. On the trip's Travellers and documents tab, her passport date shows in red, after the word "Expires".
In the Travellers list
Each traveller's line says where they stand:
- Ready to fly: the passport is valid and the traveller has an upcoming trip (its code follows).
- Passport on file: the passport is valid and there is no upcoming trip.
- Passport expires too soon, Passport expired or No passport saved, with the matching chip.
The filter Passport expiring lists every passport that has expired or expires soon, and the dashboard alert "… passports expire too soon for the trip" counts the travellers of upcoming trips whose passport is missing or ends too soon. See Check passports that expire too soon for what to do.
Passport numbers your role cannot see
Without permission to see full passport numbers, screens and exports show only the last four characters, like "•••• 1234". The traveller form says Your role sees only the last four digits of passport numbers. The validity checks work the same for everyone.
Passport details and passport copies
The passport details (number, expiry and the rest) live on the traveller, in Travellers. A passport copy filed on Documents is a separate file: it ticks the Passport cell of the trip, but it does not change the saved expiry date. Update the traveller too when a new passport arrives.
Related articles
- Check passports that expire too soonFind travellers whose passport is missing, expired or ends less than six months after the trip, and ask the customer for a renewed one.
- The Documents screenEvery traveller's papers for a trip in one grid, checked against what the trip needs, with upload, view, send and delete in place.
- Documents: common questionsFile types and sizes, storage limits, who can delete, why a traveller or document type is missing, and what the customer sees.
- The Departures boardThe operations board for trips leaving soon, with a readiness score, minimum warnings, the passenger manifest and the rooming list.