> ## Documentation Index
> Fetch the complete documentation index at: https://docs.planeconnection.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Manage Charter Requests

> Review, quote, and respond to trip requests submitted by clients through the customer portal.

This guide explains how your operations team handles trip requests that clients submit through the customer portal.

<Info>
  **Who should read this:** Dispatchers, operations managers, and chief pilots who review and
  process incoming trip requests.

  **Prerequisites:** Dispatcher, Operations Manager, or Admin role. The customer portal must be
  enabled with trip requests turned on.
</Info>

## How trip requests flow

When a client submits a trip request through the portal:

1. The request appears in your **Trips > Requests** queue with a **Requested** status.
2. Your team reviews the request details (route, dates, passengers, special requests).
3. You create a quote or assign the trip to an aircraft and crew.
4. The client receives the quote or confirmation through the portal.

## Review incoming requests

<Steps>
  ### Open the requests queue

  Navigate to **Operations > Trips** and select the **Requests** tab. Pending requests are listed with:

  * Client name and company
  * Requested route (origin and destination airports)
  * Preferred dates and times
  * Passenger count
  * Submission date

  ### View request details

  Click a request to see the full details, including:

  * **Route preferences** -- departure and arrival airports, any alternate dates
  * **Passenger manifest** -- names and counts from the client's passenger directory
  * **Special requests** -- catering, ground transportation, aircraft preferences, or any notes the client added
  * **Client history** -- previous trips with this client for context

  ### Assess availability

  Check aircraft and crew availability for the requested dates:

  * The system highlights scheduling conflicts with existing trips.
  * Crew duty time and currency status indicators show which crew members are eligible.
  * Aircraft maintenance schedules and upcoming inspections are factored in.
</Steps>

## Respond to a request

You have several options for handling a trip request:

### Accept and create a trip

<Steps>
  ### Click Review & Create Trip

  On the request detail page, click **Review & Create Trip**.

  ### Complete trip details

  The trip creation wizard opens pre-filled with the client's request data. Complete any missing fields:

  * Select the specific aircraft
  * Assign PIC and SIC
  * Confirm departure times
  * Add any additional legs

  ### Generate a quote

  The system calculates a cost estimate based on the route, aircraft, and crew. Review the line items and adjust as needed.

  ### Send to client

  If you are not ready to commit the aircraft yet, click **Open Quote Builder** from the request detail page instead. The request moves to **Quoted**, and the client sees the trip details and cost breakdown in their **Quotes** section.
</Steps>

### Propose alternatives

If the exact request cannot be fulfilled:

1. Click **Propose Alternative** on the request.
2. Modify the dates, aircraft type, or route to match what is available.
3. Add a note explaining the change.
4. Send the alternative proposal to the client.

The client can accept, decline, or request further changes through the portal.

### Decline a request

If the request cannot be fulfilled at all:

1. Click **Decline** on the request.
2. Select a reason (no aircraft available, route not serviceable, scheduling conflict, etc.).
3. Optionally add a personal message to the client.
4. The client receives a notification in the portal with the decline reason.

## Track request status

Trip requests move through these statuses:

| Status           | Description                                           |
| ---------------- | ----------------------------------------------------- |
| **Requested**    | Client submitted the request; awaiting your review.   |
| **Under Review** | Your team is evaluating availability and pricing.     |
| **Quoted**       | A quote has been sent to the client.                  |
| **Accepted**     | The client accepted the quote; trip is confirmed.     |
| **Declined**     | Your team declined the request.                       |
| **Cancelled**    | The client cancelled the request before confirmation. |

## Related

<CardGroup cols={2}>
  <Card title="Create a Trip" href="/en/how-to/ops/create-trip">
    Full guide to creating trips manually.
  </Card>

  <Card title="Portal Overview" href="/en/tutorials/portal-overview">
    Understand the client's perspective of the portal.
  </Card>

  <Card title="Review Portal Invoices" href="/en/how-to/portal/review-portal-invoices">
    Handle invoicing for portal-originated trips.
  </Card>
</CardGroup>