Build a trip checklist from templates
Every new trip gets its checklist from your templates, with due dates counted back from departure. Add templates made later with Apply templates.
A checklist template is the list of things every trip needs before it leaves: collect passports, send the rooming list, print luggage tags. The system copies it onto each trip, so nothing is forgotten.
Before you start
- Templates are made in Settings → Trip checklists (it needs permission to change settings). Each template has Used for (Every new trip, Group trips, Packages or Single services) and items with Days before departure and a Priority.
- To apply templates on a trip you need permission to manage tasks.
How a trip gets its checklist
When a trip is created or copied to a new date, every active template that fits its kind is copied onto it as tasks. Each task is due the number of days you set before departure, with the template's priority (or the default one). Trips already created keep their tasks when you change a template.
Add templates you made later
- Open the trip and its Checklist tab.
- Press Apply templates.
- If the trip already has tasks, confirm Add the template tasks again? (This trip already has … tasks. Only template tasks it does not have yet are added.)
- The message "4 tasks added from your templates" appears.
Tasks are matched by title, so applying again never doubles a task.
The Checklist tab
- A ring with done out of total, Checklist before departure, and "3 things left before departure." or Everything is done.
- Apply templates, Add task and the quick-add line. Tasks added here without a date are due one week before departure.
- Each task row: the tick box, the priority chip, the person and a menu (Edit task, Delete task).
- When the last task is ticked: a READY stamp and the message "… is ready to depart".
The checklist feeds the Checklist line of the trip's Ready to depart card and the readiness on Departures.
If something goes wrong
- No templates match this trip. Add them in Settings.: no active template fits this trip's kind. Create one in Settings → Trip checklists.
- No checklist yet: the trip has no tasks. Apply your templates or add tasks one by one.
Related articles
- Create and assign a taskAdd a task in one line with a date and a person, such as "Call the hotel tomorrow @Hassan", or use the full form with trip, booking and priority.
- Tasks the system creates for youThe tasks that appear by themselves: trip checklists, accepted quotations, online booking requests, overpayments, failed card refunds and certificate renewals.
- Group trips, packages and servicesThe three kinds of trip, what each is for, and how the kind changes the cards, filters and checklists.
- The trip pageOne trip or package on one page: the seats, the money and break-even, how ready it is, and tabs for bookings, documents, rooms, costs and tasks.