Customer information such as name, weight, account number, passport number, etc. can be securely stored in FlightSpan™ Ops. Personally Identifiable Information is encrypted and will only be visible to users with appropriate permissions. The saved data can then be used to quickly and easily fill in passenger data on future flights.
Passenger Details List
From the home page select the Passenger Information quicklink if you have added it, or from any page, select Passenger Details List from the Payments menu.
The list can be searched and filtered using the boxes at the top of each column. By default the Staff Internally Entered (meaning passenger details entered by your staff as opposed to passenger details submitted by your customers through the flight request portal) filter is selected.
Names can be sorted by clicking on the blue column headers. Default sort order is last name then first name. Use the Reset button to clear filters and restore the defaults.
Click on the passenger name to view the details.
Use the Redact button to delete Personally Identifiable Information (passport info, middle name or initial, date of birth, gender, phone, and email).
Select Archive to archive the record, and Edit to make changes. A change history will be displayed below the record.
Adding Passenger Details
There are five locations where passenger information can be added
- The Passenger Details List
- The public Flight Request form
- The user Flight Request form
- From a new Payment
- From the Schedule Detail of a planned flight.
Only first name, last name, weight, and passenger type (Adult, Child, Infant) are required.
Passenger Details List
From the Passenger Details List, click the green plus button.
Enter the required information, and any other information as desired.
Public Flight Request Form
When a customer submits a flight request, they can add passenger information for adults, children, and infants using their respective buttons.
They can fill in the details and Update.
The data is submitted along with the flight request, but must be saved by a FlightSpan™ user by checking the “Make this passenger available” checkbox in order to add the passenger to the database.
If the passport number is unique, the passenger will be validated and added to the passenger database. If the passport number is not unique, the attempt to save will be rejected.
Note: If the Simplify Public Flight Request Passenger Detail Form company custom setting is enabled, only name, weight, and passenger type will be requested.
User Flight Request Form
When creating the flight request, after clicking Save and Add legs, click the green passenger icon to add passenger details.
Because the details were added by a staff member, there is no need for further validation of the data.
Click Save, or click Next to add the next passenger.
Passenger information will be added to the Legs section of the flight request.
New Payment
When creating a new Payment, passenger details can be added using the green Add Passenger icon.
If you create a Payment with multiple passengers, click the Itemize button to add passenger details.
Use the Next button to add the next passenger.
If the Company Custom Setting Force Passenger Itemization On Every Payment Load is enabled, the “Itemize” button will be removed from the payment load form, and loads will be automatically split into loads containing only one passenger.
Receipted Cash Type Payment
If you wish to itemize passengers when a receipt has already been issued for a cash type Payment, first split the load, then reenter the load details. Original load details are displayed in gray with a question mark.
Click Itemize, and the load will be split and itemized, unless limited by the rounding allowance set in the rate. The amount of rounding will be displayed in the last load.
If the rounding allowance is exceeded, the load will be split but not itemized. An explanation will be displayed above the Payment.
Schedule Detail
When editing a scheduled flight, passenger details can be added from either the Manifest or Non-Manifest Loads section of the schedule detail.
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