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Passenger Assignment Documents
Passenger Assignment Documents

This guide explains what a passenger assignment document is, when to use it and how to create it

Updated this week

What is a Passenger Assignment Document?

A Passenger Assignment Document is a document you create in Fieldbook to share passenger details with a supplier.

It shows which passengers have been assigned to a supplier’s service—like a room, transfer, or meal. The document is automatically generated based on the passenger assignments you’ve made in Fieldbook.


When to Use a Passenger Assignment Document

Use a Passenger Assignment Document anytime you need to share passenger details with a supplier. Common examples include:

  • Rooming Lists – Send room assignments to your accommodation suppliers.

  • Transport Lists – Share passenger names with your transport providers.

  • Activity Assignments – Confirm which guests are booked into a specific activity.

  • Dietary Requirements – Pass on guest dietary needs to a restaurant or catering supplier.

Fieldbook automatically pulls this information from your departure, so there’s no need to manually compile spreadsheets or documents.


How to Create a Passenger Assignment Document

Creating a Passenger Assignment Document takes just a few clicks:

  1. Go to the Assignment Tab

  2. Click the Share button in the top-right corner.

  3. Select the supplier you want to share the passenger details with.

  4. Tick the boxes next to the services you want to include

  5. Choose what passenger information you want to share (e.g. passport information, dietaries

  6. Send or Download the Document

    1. Click Email Supplier to send the document directly via email.

    2. Or click Download to get a PDF or CSV version to send manually.

If you need to share details for just one service. Go to the service in the Assignment Tab, click the three-dot menu , and select Share.

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