The Flights View
The Flights view is under Lodging. Add Flight asks Who is flying? and puts a new leg on that person. The search box finds a leg by name, airline or confirmation.
| Column | What goes in it |
|---|---|
| Leg | Travel in, Travel out, or Other leg for a trip out and back mid-schedule |
| Date | The local departure date |
| Lands | Blank reads Same day. Set it only for a redeye that lands the next morning |
| Depart, Arrive | Local clock time at each airport, as the ticket prints it |
| Airline, Flight # | As on the ticket |
| From, To | Airport codes. Typing lax gives LAX |
| Ticketed | The leg is paid for. See below |
| Confirmation, Notes | Record locator and anything the traveller should know |
| Cost | Producer tier only |
Flights Against the Rooms
Each leg is marked on Crew Lodging or Cast Lodging: a leg in on the day it lands, a leg home on the day it leaves. The Flights view checks each person's legs against their stays and lists what disagrees beside their name.
- Lands with no room booked that night
- A room booked from nights before they land
- Flies out after the last checkout, leaving nights with no room
- Checks out nights after the flight home
- Flying, with no accommodation booked at all
- No flight home booked yet, as a note, not a warning
Ticketed Legs and Re-Imports
Tick Ticketed and the leg keeps the date it was ticketed for. Edit the date afterwards and the leg is flagged: ticketed for one date but now reading another, re-issue it or put the date back. A schedule re-import moves unticketed legs with the work. A Travel in leg follows the person's first work day and a Travel out leg follows their last, keeping the gap you set, so in the night before stays the night before. Ticketed legs are reported, never moved. Other legs are left alone.
Importing a Hotel List or a Flight Manifest
Import sits on the Accommodations view and on the Flights view. It reads CSV, XLSX or XLS.
- Choose a file from the hotel or the travel agent
- Check what each column is. The guesses come from the column headers. Set any column you do not want to Skip this column
- Read the preview. Nothing has been created yet at this step
- Click Import to create the hotels or the flight legs
Emailing One Person
Hover a name on Crew Lodging or Cast Lodging and click the envelope (Email itinerary). The dialog lists that person's Flights, Accommodation and Vehicles, all ticked. Untick anything they should not get, such as a hotel from an earlier stay. Confirmed lines carry a lock. The rest say not confirmed. Send to fills from the person's record and can be changed. Add a note for anything else, such as who to call on arrival. If the person shares a room, you are asked whether to send the room-mate's itinerary too.
Emailing a Whole Hotel, Room or Vehicle
Open a hotel's or a vehicle's card by clicking its name. Email all sends every guest or rider their own itinerary. On a hotel card, each room has its own send button on hover. On a vehicle card, each rider does. Each person's email is built from their own bookings on that hotel or vehicle, so nobody sees anyone else's room or confirmation number. A rider's email lists their pickups day by day.
- To: tick who gets it. People with no email address on file are called out
- Type a name to add someone on the show, or an email address to copy every outgoing email to it
- Preview: pick any recipient under Preview as and read their email as the server will send it
- Send starts a seven-second countdown with Undo. The report after lists who got it and why anyone did not
Delivery Status on the Cards
Once an itinerary has gone out, each line on the hotel's or vehicle's card carries the same status icon the Crew and Cast lists use for the call sheet: Sent, Delivered, Opened, Bounced and the rest. Hover it for the time and the address. The send button beside each line sends that one person their itinerary again. After a bounce, fix the address and use it.
The Itinerary Workbook
The download icon beside the envelope builds the same person's travel as a spreadsheet: accommodation, vehicle and flight sections with status and confirmation on each line. Rates and costs appear for the Producer tier only. Use it when the traveller's agent wants a file and not an email.