~30 minutes · Getting Started
What is the passenger itinerary?
The passenger itinerary is the digital page your guests use before and during the trip. It gives them everything they need — the day-by-day schedule, packing information, travel details, and a direct way to contact you.
It's a live document, connected to your itinerary. Any updates you make are reflected immediately — no re-sending required. Most operators send it before departure — often as soon as a booking is confirmed — and guests refer back to it throughout the trip.
Do this first: Before you start editing, click the Preview button in the top right of the Documents panel. This opens a live version of the page in a new tab that updates in real time as you work. Keep it open so you can see exactly what your guests will see as you make changes.
How to work through this step
Go to the Documents tab for your departure and open the Passenger Itinerary. Your trip name and tagline are already pulled through from when your trip was set up — if you need to change either, you can do that in the Information tab. Otherwise, start here and work through each section below.
1. Cover Page
The cover page is primarily used for the PDF version of your itinerary — it's hidden on the web page by default. You don't need to do anything here for now. Take a look if you're curious, then move on to the Overview.
2. Overview — write your welcome page
The Overview is the homepage of your passenger page — the first thing guests see when they open the link. This section is blank by default, so you'll need to write it from scratch.
Think of it as a short welcome and orientation. A good overview tells guests:
What this page is and how to use it
What they'll find in each tab or section
Who to contact if they have questions
Example — Overview for a 7-day Kimberley Walking Tour
Welcome to your trip companion for the Kimberley Walking Tour. Everything you need for this trip is right here — from the day-by-day itinerary to your packing list and travel information.
Use the tabs at the top to navigate between sections. The Itinerary tab has your full day-by-day schedule. The Packing List has everything you'll need to bring. If anything changes before departure, this page will update automatically — so it's always the most current version.
Any questions before you travel? Reach out to us directly using the contact details below — we're always happy to help.
3. Itinerary — review and leave as is
This section is pulled directly from the itinerary you built in Step 1. Scroll through it and check it reads clearly from a guest's perspective. If anything needs changing, go back to the Itinerary tab and make the edit there — it will update here automatically.
Showing and hiding times: Start times appear on each itinerary item by default. If you'd prefer to hide times on certain items, you can control this at the item level in the Itinerary tab. How to show and hide times on itinerary items →
4. Add custom sections
Click Add section and select Custom to add pages to the passenger itinerary. These are ideal for information guests need that isn't part of the day-by-day schedule.
Some sections that work well in a passenger itinerary:
Packing List | Visa Requirements | City Guides |
Pre-Trip Information | Health & Safety | Local Customs |
5. Set up your trip contact card
The trip contact card is what makes the page feel like it came from you. Select your brand from the Brand dropdown — your logo and colours will be applied to the page automatically.
Want to update your logo, brand colours, or organisation details? How to update your organisation details →
Next, add a primary contact — the person guests should reach out to. Their name, role, and photo will appear on the page. To add someone here, they'll first need to be added as a staff member in Fieldbook.
Haven't added your team yet? How to add staff to Fieldbook →
Finally, add up to two action buttons. These link to any URL and give guests a clear next step directly from the page.
Example — action buttons for a passenger itinerary
Button 1: "Open group WhatsApp" → your WhatsApp group link
Button 2: "Complete your pre-trip form" → link to your guest intake or health form
✔ You're done with Step 2 when: the passenger itinerary has a completed Overview, your custom sections are in place, and your trip contact card is set up with a primary contact. Open your live preview and read it top to bottom — if you'd be happy sending it to a guest, you're ready to move on.
Passenger itinerary ready? Move on to Step 3: Set up the sales brochure →