This article explains the different methods for capturing guest arrival and departure information in Fieldbook, and how this data is displayed within the app and on tour documents. There are two main ways to capture this information:
1. Capturing Information on the Guest Profile (recommended)
You can capture guest arrival and departure details directly within each guest’s record for a departure. The advantage of this method is that the information automatically appears in your guide documents, requiring less input compared to adding it on the itinerary.
To do this:
Navigate to the Groups tab of the departure.
Click on the guest’s name to open their record.
In the drawer, expand the Arrival & Departure section.
Enter the arrival time and details.
Repeat for all guests
When this information is entered in the Guest drawer, it will appear in the Group Details section of the Guide Documents.
Additionally, an arrival and departure icon will be visible on the screen, which you can hover over to see more details.
2. Capturing Information on the Itinerary
Alternatively, you can record guest arrival and departure details directly on the itinerary. This method makes the information more visually accessible on the itinerary and also includes it in the itinerary section of the guide document.
To do this:
Go to the Itinerary tab.
Add an itinerary item called “Guest Arrival” or a similar name.
Include a guide note with the guest pick-up and arrival information.
Repeat this for all guests, adding them to the same itinerary item where relevant.
When this information is entered on the itinerary, it will appear in the Itinerary section of the Guide Documents.
Combining Both Methods
You can also use both methods if you’d like the information to appear in both the Group Details and Itinerary sections of the guide documents.
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