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By the end of this guide, you will have created a CBSA advance notification for a Canada-bound trip, validated the manifest, recorded the submission method, and generated a print-ready passenger manifest for ground handling.
The Operations module must be enabled for your workspace. You also need the appropriate operations permissions. Contact your workspace administrator if you cannot access these features.
Who should read this: Dispatchers and trip coordinators operating flights to Canada. You need the flights.read and flights.update ops permissions.

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What is CBSA advance notification?

Canada requires private and charter operators to notify the Canada Border Services Agency (CBSA) before landing. Under the Customs Act (R.S.C. 1985, c. 1 (2nd Supp.) s.12.1) and CBSA Memorandum D2-5-3, operators must report:
  • All crew members and passengers
  • Estimated arrival time and port of entry
  • Travel document details for all persons on board
Advance notice requirements are 2 hours for flights originating in the United States and 2 hours for international (non-US) flights, though some ports require earlier notification. PlaneConnection automatically detects Canada destinations from the arrival ICAO code (any airport beginning with CY or CZ) and surfaces the CBSA tab on the trip.

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Prerequisites

  • The trip must have at least one leg arriving at a Canadian airport.
  • Configure your operator details under Ops > Settings > CBSA before submitting.
  • Crew and passenger profiles should have complete travel document information.

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Navigate to the CBSA filing page

  1. Open the trip from Ops > Trips or the Dispatch Board.
  2. Click the CBSA tab in the trip navigation.
The page lists previous submissions for this trip and a button to create a new one.

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Create a new submission

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Step 1: Start a new submission
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Click New Submission. PlaneConnection creates a draft submission pre-filled with the trip’s aircraft data, flight route, and scheduled arrival time.
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Step 2: Select the submission method
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Choose how you will report to CBSA:
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MethodWhen to usePhoneCall CBSA at 1-888-226-7277 directlyOnlineFile at cbsa-asfc.gc.caVendorFiled through your trip support providerFBOFBO files on arrival (fallback — not recommended)
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Step 3: Select the port of entry
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Choose the destination airport from the Port of Entry dropdown. Only designated CBSA airports are listed. CBSA requires advance notification at the first Canadian point of landing.
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Step 4: Auto-populate the manifest
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Click Auto-Populate to pull crew and passenger details from the trip assignment. PlaneConnection fills names, dates of birth, citizenship, and travel document information from the profiles on file.
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Review each person’s entry. Required fields are:
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FieldCrewPassengersFirst name, Last nameYesYesDate of birthYesYesGenderYesYesCitizenship (ISO alpha-3)YesYesCountry of birthYesYesCountry of residenceYesYesDocument typeYesYesDocument numberYesYesDocument issuing countryYesYesDocument expiryYesYesCrew role (PIC/SIC/FA)Yes—Canadian address—Visitors
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Passengers who are Canadian citizens or permanent residents do not need to provide a Canadian address. Visitors require a hotel name and city at minimum.
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Step 5: Add NEXUS / CANPASS numbers (optional)
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For crew or passengers enrolled in NEXUS or CANPASS, enter their trusted traveler number. This speeds CBSA processing at designated airports.
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Step 6: Set the purpose of flight
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Select the purpose of flight from the dropdown: Charter, Private, Positioning, Ferry, Medical, or Training. This maps to the CBSA reporting category.
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Step 7: Validate the manifest
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Click Validate. PlaneConnection checks that all required fields are complete, document expiry dates are in the future, and citizenship codes are valid ISO alpha-3 codes. Fix any errors shown before proceeding.
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Step 8: Mark as ready
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Click Mark as Ready once validation passes. The status changes to Ready, indicating the manifest is complete for submission.
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Step 9: Record the submission
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After calling CBSA or filing online, click Mark as Submitted and enter the confirmation number you received. PlaneConnection stores the confirmation reference against the submission.

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Submission statuses

StatusMeaning
DraftManifest created but not complete.
ReadyValidation passed; ready to report to CBSA.
SubmittedNotification filed; confirmation number recorded.
ConfirmedCBSA acknowledged the notification.
RejectedCBSA rejected the notification. See the rejection reason and amend.
AmendedA previously submitted notification has been updated.
CancelledNotification cancelled (trip cancelled or diverted).
Click Print Manifest from any submission to generate a print-ready PDF. The manifest includes:
  • Operator and aircraft details
  • Complete crew list with roles and travel document references
  • Complete passenger list with travel document information
  • Purpose of flight, estimated arrival time, and port of entry
Provide this document to CBSA officers on arrival as backup to the advance notification.

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Amend a submission

If crew or passenger details change after filing, or if CBSA requests corrections:
  1. Open the submission from the CBSA tab.
  2. Click Amend.
  3. Update the fields, enter an amendment reason, and click Validate.
  4. Click Submit to re-file. A new submission is created linked to the original.

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AI filing assistant

The ALI copilot sidebar can help populate CBSA manifests. Open the sidebar while on the CBSA tab and ask ALI to “fill in the CBSA manifest for this trip.” ALI pulls data from the crew and passenger profiles already associated with the trip. Review all suggestions before saving.

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CBSA key numbers

ResourceDetails
CBSA advance notification phone1-888-226-7277 (available 24/7)
CBSA online filingcbsa-asfc.gc.ca
Regulatory referenceCustoms Act R.S.C. 1985 s.12.1; D2-5-3
Private and charter aircraft are subject to CBSA inspection upon arrival regardless of advance notification status. All persons on board must remain with the aircraft until released by a CBSA officer.

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Configure CBSA settings

Go to Ops > Settings > CBSA to configure:
  • Advance notice hours — Separate thresholds for US-origin (default 2 hours) and international-origin (default 2 hours) flights
  • Default port of entry — Pre-populated on new submissions
  • Operator name and certificate number — Included on all manifests
  • Notifications — Email alerts for confirmation and rejection events

CARECOM Filing

Submit advance passenger information for CARICOM member state destinations.

Create a Trip

Add crew, passengers, and legs before generating international manifests.

Manage Passengers

Ensure passenger travel document data is complete before auto-populating.

Manage Travel Services

Coordinate ground services alongside international customs filing.
Last modified on April 11, 2026