Passenger Records and Rooming Lists for Tour Operators
Every traveller on a booking is a named record, not a head count. From those names the rooming list for a departure is drawn in one place.
What a passenger record holds
Names are entered as they appear on the identity proof the guest gives. Spelling matters here, since a voucher and a permit both read from it.
Drawing the rooming list
Operations allot rooms from the passenger list for each hotel on the circuit. Twin, triple and single rooms are filled, and a passenger travelling alone who agreed to share is matched with another. A group of pilgrims travelling together, where three generations of one family want adjoining rooms, is worked out on this screen rather than at the hotel counter. The list prints for the hotel and for the tour manager. Both read the same rows. Changes made at the counter on arrival are entered back, so the bill can be checked against the rooms used.
Lists that operations need on departure day
The same names give the pickup sheet by joining point and the coach seating where your office allots seats. A restaurant gets its meal count from the same list. One correction to a name reaches every sheet.
What the client decides
- Which identity papers are collected, and for which kind of trip.
- How long passport and identity copies are kept after a tour ends.
- Whether single travellers are matched for sharing, and on what basis.
- Who in your office may open a passenger’s papers.
Frequently asked questions
Can a booking be made before names are known?
Yes. A seat count holds the booking, and names are filled in later. Vouchers need the names, so operations chase them before papers go out.
Is a repeat guest recognised?
Yes. The record shows earlier tours, so sales know what the guest has already seen and what was asked for last time.
How are passport copies stored?
Attached to the passenger record and opened only by staff you permit. How long they are kept is your office rule.
Can the rooming list change after it is sent?
Yes. A reissued list goes to the hotel, and the earlier version stays. The change can then be shown if the bill differs.
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