PAX MANAGEMENT - MANAGING & IMPORTING THE PAX MANIFEST
The Pax Manifest section provides a flexible and centralized workflow for entering, organizing, and tracking traveler information within a booking. Whether managing FIT travelers or large group tours, the system ensures passenger data seamlessly aligns with rooming lists, rate policies, and supplier allocations.
Key Data Entry & Import Options
Direct Manual Entry:
Input passenger details line-by-line across essential fields, including Full Name, Title, Rate Policy (e.g., Single, Shared, Child), Date of Birth / Age, Nationality, Passport Details, and Remarks / Special Requests.Bulk Import via Excel:
Save time and minimize manual errors when handling medium-to-large groups by uploading pre-formatted guest lists using the Import Excel button.Rooming List Attachment:
Upload master rooming list documents (Upload File Rooming List) directly to the booking for rapid reference by reservations and operations teams.
Action Tools & Controls
(Add Or Assign) Pax Manifest: Quickly expand the passenger roster or link specific travelers to predefined service packages.
Row Controls: Use the action icons on each line item to link/unlink services, view passenger-specific itinerary components, clone entries, or remove individual records.
Pax Range & Rate Policy Synchronization: Assigned passenger counts immediately update the booking's active pricing tier across Land Services and Accommodations.
DATA PRIVACY & GDPR COMPLIANCE NOTE
When collecting, importing, or storing traveler personal data (such as passport numbers, birth dates, dietary requirements, or medical notes) in the Pax Manifest, ensure your team adheres to standard data protection regulations, including the General Data Protection Regulation (GDPR).
Lawful Basis & Purpose Limitation: Collect and process traveler personal data solely for operational requirements directly related to fulfilling travel arrangements (e.g., hotel check-ins, visa processing, flight bookings, and local authority registrations).
Data Minimization: Only request and record the specific passenger details strictly necessary for service execution.
Storage & Access Security: Passenger manifests and uploaded Excel/rooming list files must only be accessible to authorized personnel handling the booking. Exported files should be securely handled and shared exclusively with confirmed third-party suppliers via protected channels.
Retention & Deletion Policy: Personal data should not be retained longer than required for operational, legal, or accounting obligations, and should be safely purged or anonymized in accordance with your company's data retention schedule.
