Passenger details
Overview
The Passenger details tab allows you to edit individual passenger information and add emergency contacts directly within a booking. This ensures that all critical travel data is accurate and up to date, supporting safe and personalized travel experiences.
Purpose
The Passenger details tab is designed to:
Capture complete identification and contact information for each traveller.
Store important details for travel documentation, insurance and health‑related notes.
Provide emergency contact information to be used in case of incidents during the trip.
Preconditions
Before using this section:
A booking must be created and contain at least one passenger.
You must have permission to view and edit passenger data.
Relevant documents (passport, ID, insurance policy) and contact details should be available.
Using Passenger details
Edit passenger information
Open the relevant booking.
Go to the Passenger details tab.
Click on a passenger to open the editing form for that individual.
Fill in or update the following fields as needed:
Passport number
Official passport number used for international travel.
Document ID
National identity number or another relevant document ID.
Document expiry date
Expiry date of the chosen document. Ensure it covers the entire travel period.
Nationality
Passenger’s nationality (used for documentation and reporting).
Insurance company
Provider of the passenger’s travel or medical insurance.
Insurance policy number
Policy or contract number associated with the insurance.
Country
Country of residence.
Zip / Postcode
Postal code for the passenger’s home address.
Address
Full street address.
Transport comments
Free‑text notes such as “motion sickness”, “requires wheelchair”, “travels with medical equipment”, etc. These comments may be used by transport or destination staff.
Early start date
Start date used by some insurance providers (for example, Gouda) when coverage begins before departure.
Click Save to update the passenger record.
Add an emergency contact
In the Passenger details form, locate the Emergency contact section.
Click Add.
Enter the contact information:
Name – Full name of the emergency contact.
Relation – Relationship to the passenger (for example: parent, spouse, friend, colleague).
Phone number – Preferably with country code so the contact can be reached from abroad.
Click Save – the emergency contact is now linked to this passenger.
You can repeat this process for each passenger in the booking.
Confirmation
After you save:
All updated fields become visible in the Passenger details overview for that booking.
You can select another passenger from the list and repeat the same steps.
Best practices
Always confirm the accuracy of passport details and document expiry dates well before departure.
Make sure insurance information (company and policy number) matches the documents the passenger is travelling with.
Use Transport comments for information that operational staff should be aware of (for example, special assistance or medical notes).
Choose emergency contacts who are reachable during the travel period and who understand their role.
FAQ
1. Which fields are most important to fill in before departure?
At minimum you should verify and complete:
Passport number, document expiry date and nationality for destinations or carriers that require them.
Insurance company and policy number if the passenger has travel insurance.
At least one emergency contact with a valid phone number.
Your organisation may have additional mandatory fields depending on destination or airline rules.
2. Does information from Passenger details appear on tickets?
Some fields can be used in exports and reports (for example to airlines, insurers or destination staff). Whether they appear on tickets, or other documents depends on your local configuration and export setup. If you are unsure which fields are sent to suppliers, check with your system administrator or operations team.
3. What is the difference between Passenger details and Customer information on the booking?
Customer information refers to the main booking owner (payer) and is used for invoices and general communication.
Passenger details store per‑traveller data (documents, insurance, comments and emergency contacts).
On bookings where the customer also travels, both sections may contain information about the same person, but they serve different purposes.
4. Can I store medical or special‑needs information here?
Yes. Use the Transport comments (and any other comment fields configured in your setup) for short, relevant notes such as:
Wheelchair assistance required.
Severe allergy.
Important medical device.
Do not include unnecessary sensitive information. Follow your organisation’s GDPR / data protection guidelines when writing comments.
5. I updated a passenger but cannot see the change elsewhere – what should I check?
If changes are not visible where you expect them:
Confirm you clicked Save in the Passenger details tab.
Refresh the booking view or reopen the booking.
Check if there are multiple passengers with similar names and that you edited the correct one.
Remember that some exports (for example airline lists) may only refresh when the corresponding list or report is regenerated.
If the issue persists, contact your internal support or system administrator to review the configuration.
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