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This guide covers how portal clients manage their passenger directories and how your operations team interacts with client-submitted passenger data.
Who should read this: Operations managers and dispatchers who process passenger data from portal clients. Also useful for admins configuring portal passenger settings.Prerequisites: The customer portal must be enabled with passenger management turned on.

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What clients can do

Portal clients have their own passenger directory where they can:
  • Add passengers — enter name, contact information, date of birth, and travel documents.
  • Edit passengers — update details for existing passengers.
  • Remove passengers — delete passengers they no longer need.
  • Assign passengers to trip requests — select from their directory when submitting a new trip request.

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Passenger data fields

Clients can provide the following information for each passenger:
FieldRequiredDescription
Full nameYesFirst and last name as shown on travel documents.
EmailNoContact email address.
PhoneNoContact phone number.
Date of birthNoRequired for international travel (eAPIS).
NationalityNoCountry of citizenship.
Passport numberNoTravel document number.
Passport expiryNoExpiration date of the travel document.
Known traveler numberNoTSA PreCheck or Global Entry number.
If your operations frequently involve international flights, enable the Require travel documents setting in portal configuration. This ensures clients provide passport details before they can assign passengers to trip requests, reducing back-and-forth before departure.

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How passenger data flows to operations

When a client adds passengers and assigns them to a trip request:
  1. Passenger records are created in your workspace’s passenger directory, linked to the client’s account.
  2. When the trip request is accepted and converted to a trip, passengers are automatically added to the trip manifest.
  3. Your team can view and verify passenger details on the trip’s Crew and Pax tab.

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Verify passenger data

After a client submits a trip request with passengers:
1
Open the trip request
2
Navigate to Operations > Trips > Requests and click the request.
3
Review the passenger manifest
4
The Passengers section shows all passengers the client attached to the request, with their submitted details.
5
Verify travel documents
6
For international trips, confirm that each passenger has valid travel documents:
7
  • Passport number is present.
  • Passport is not expired and will not expire before the return date.
  • Nationality is recorded for eAPIS filing.
    • 8
    Request missing information
    9
    If any passenger data is incomplete, send a message to the client through the portal messaging system asking them to update the passenger record.

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    Edit passenger data from operations

    Your operations team can edit passenger records that clients created:
    1. Navigate to Operations > Passengers and search for the passenger by name.
    2. Click the passenger to open their detail page.
    3. Edit any fields as needed and save.
    Changes made by your operations team to client-created passengers are reflected in the client’s portal view. Coordinate with the client before making significant changes to avoid confusion.

    Manage Passengers

    Full passenger management guide for operations staff.

    File eAPIS

    Submit passenger manifests for international flights.

    Portal Features Reference

    Complete feature list for portal users.
    Last modified on April 11, 2026