Overview
Knowing who’s on your tour and having the right information about them is key to delivering a great guest experience. But managing details like special requests, dietary needs, and room preferences can be tricky, especially when the information comes from scattered sources like emails, calls, or spreadsheets. Often, these details are typed into a spreadsheet without much organisation, and when it’s time to share them with guides and suppliers, documents are manually assembled. This takes time and can lead to avoidable mistakes if information is missed.
The Solution: Fieldbook
Fieldbook simplifies the process by providing a centralised system for capturing, organising, and sharing passenger and staff information. It enables you to:
Store long-term profiles for passengers and staff, capturing important details once and reusing them across future tours.
Add trip-specific notes for guides or suppliers to ensure critical information is shared at the right time.
Keep everything organised in one place, reducing the need for spreadsheets, emails, or scattered task lists.
Key Benefits
Centralised Passenger & Staff Database: Store and manage all details in one organised, searchable location.
Guide & Supplier-Specific Notes: Add notes directly for guides and suppliers, so you don’t need to remember to pass them on later.
Room Assignments Made Easy: Assign passengers to rooms and generate rooming lists to share with suppliers in seconds.
Seamless Data Import: Quickly bulk-import passenger data from sources like booking platforms (e.g., Rezdy, WeTravel).
Prevent Double-Booking Staff: Add staff to tours and get automatic notifications of overlapping assignments.
Understanding Passenger & Staff Profiles
Before adding passengers and staff to a departure, it’s helpful to understand how this information is managed in Fieldbook.
Passenger Profiles
When you add a passenger or staff member, Fieldbook creates a dedicated profile that stores essential details, such as:
Contact information
Dietary requirements
Medical details
Passport information
Emergency contacts
If you need to update any of this information, navigate to Customers > Select Customer > Profile Tab and make the necessary edits.
Departure-Specific Information
In addition to the core profile, you can add details specific to a particular departure, such as:
Arrival and departure times
Insurance information
Notes for guides or suppliers
This ensures all tour-specific information is easily accessible and ready to share. To view or update departure-specific information, go to the Departure > Groups Tab > Click the Customer.
Where Passenger & Staff Information Appears
Now that you know where the information is stored, let’s explore how it’s used. When you add passengers or staff to a tour, Fieldbook automatically includes their details in key documents like the Guide Itinerary and Supplier Assignment. These documents are assembled directly from the data in the system, saving you time and effort. With Fieldbook, you can trust that as long as your data is up to date, your documents will be accurate too—no manual updates, no missed details, just seamless communication with guides and suppliers.
Guide Itinerary
The Guide Itinerary consolidates all relevant passenger and staff information to help guides deliver an exceptional experience. Details like dietary preferences, emergency contacts, and room assignments are included automatically. When you can add guide-specific notes for guests it appears in the Passenger Notes section of the Guide Itinerary.
Supplier Assignment
Fieldbook makes it easy to share critical details with suppliers, like accommodation or transportation providers. The Supplier Assignment Document includes:
Passenger assignments (e.g., rooming lists or seating arrangements).
Supplier-specific notes (e.g., dietary needs or special requests).
How to Add Passengers to a Departure
Adding passengers and staff to a departure starts with creating a Booking. A Booking represents a reservation or sale, allowing you to group passengers under one record.
For B2C Bookings: If you use a booking widget on your website, a separate Booking should be created for each reservation made by your customer. A booking can contain more than one passenger.
For B2B Bookings: If you’re organising a B2B tour, such as a school trip or a tour for another operator, create a single Booking to represent all participants (e.g., students, teachers, or staff).
Step 1: Create a Booking
Navigate to the Bookings tab of the departure.
Click Create a booking
Enter booking details, including the number of passengers and a lead contact (you can create new contacts during this step).
Add passenger profile information (e.g., dietary needs, emergency contacts).
Select any package options if needed.
Click Create.
After creating the booking, you’ll see a booking created in the Bookings tab, and the passengers from the booking in the Groups tab.
Importing Bookings
You can save time by importing bookings in bulk via CSV. This allows you to add multiple bookings and passengers simultaneously, reducing manual data entry. Check out this step-by-step guide to importing bookings into Fieldbook.
Step 2: Adding Tour-Specific Information
Once passengers are added, include details specific to the departure by clicking on the passenger profile in Groups tab.
Arrival & Departure Info: Help guides plan logistics by adding arrival and departure details. These appear in the Guide Itinerary.
Guide Notes: Provide guest-specific instructions for guides (e.g., “John prefers vegetarian meals”). These appear in the Guide Itinerary.
Supplier Notes: Communicate key details to suppliers (e.g., “Requires two twin beds”). These appear in the Supplier Assignment Documents.
How to Add Staff to a Departure
Adding staff ensures that all team members—like guides, drivers, or tour leaders—are accounted for in your documents.
Step 1: Add Staff
Adding staff ensures your guides and other team members are included in the itinerary and supplier documents.
Navigate to the Group Tab of the departure.
Click Add Staff.
Assign a role (e.g., Tour Leader, Driver).
Add a new or existing staff member.
Fieldbook notifies you if a staff member is already booked for another tour on the same dates.
Step 2: Adding Tour-Specific Information
Once staff are added, you can add Supplier Notes to the Staff profile for that departure. These notes will appear in the Supplier Assignment documents you may share with a supplier before heading on tour.
Click Add Note and select Supplier Note.
Enter your note (e.g., “Double room with twin beds”).
Select the Service to link the note to