Flights

Overview

The Flights page lets you record all flight bookings for your event guests. You can add one or more flights per guest, track each flight's status in real time, attach booking documents, and edit or remove bookings as plans change.

Where to find Flights

Open your event.
Select Travel from the event menu.
Select the Flights tab.

How the Flights page is organised

The Flights page shows a table where each row represents a guest. Within each row, the Flights column shows all the flight bookings recorded for that guest as clickable labels (Flight 1, Flight 2, and so on).

Selecting a flight label opens a detail panel on the right showing the full flight information.

Flights table showing guest rows with flight labels in the Flights column

Filtering and searching

Use the filters above the table to find specific guests or flights:

Filter	What it does
Search	Searches by guest name, guest ID, or booking reference
Status	Filters by the guest's registration status
Tag	Filters by the guest's assigned category
Flight Info	Shows only guests who have a flight recorded, or only guests without one
Registration	Filters by whether the guest has completed registration
Flight Status	Shows only guests with flights that are currently Boarding, Departed, or Landed

Select Clear to remove all filters.

How to add a flight

Step 1 — Open the Add Flight form

Select Add Flight in the top-right corner of the page.

Add Flight button in the top-right corner

Step 2 — Select the guest

In the form that appears, choose the guest this flight belongs to. You can search by name or guest ID.

Step 3 — Enter the booking details

Fill in the flight information:

Field	What to enter
Guest	The guest this booking is for (required)
Booking Reference	The booking confirmation code from the airline or travel agent
Notes	Any additional notes about this booking

Step 4 — Add flight legs

A flight may have one or more legs (individual flights within the same booking, for example a connecting flight). At least one leg is required.

For each leg, fill in:

Field	What to enter
Airline Code	The two-letter airline code (e.g. EK for Emirates)
Flight Number	The flight number (e.g. EK204)
Seat Number	The guest's assigned seat (optional)
Departure Airport	Search by airport name, ICAO code, country, or state
Departure Time	The local date and time of departure
Departure Timezone	The timezone at the departure airport (auto-filled when you select an airport)
Arrival Airport	Search by airport name, ICAO code, country, or state
Arrival Time	The local date and time of arrival
Arrival Timezone	The timezone at the arrival airport (auto-filled when you select an airport)

To add a connecting flight, select Add Leg to add another leg to the same booking.

To remove a leg, select the trash icon next to it (at least one leg must always remain).

Step 5 — Attach documents (optional)

You can attach booking confirmation PDFs or images to the flight. Note that attachments can only be uploaded after the flight has been saved. Save the flight first, then reopen it to attach files.

Accepted file types: images, PDF, Word documents. Maximum file size: 5 MB per file.

Step 6 — Save

Select Save Flight. The flight is added to the guest's record.

How to view flight details

Select a flight label (e.g. Flight 1) in the table to open the detail panel on the right.

The panel shows:

The booking reference
Each leg with airline, flight number, airports, departure and arrival times, seat number, and current status
Any notes added to the booking
Attached documents (select the filename to download)

How to edit a flight

Open the flight detail panel by selecting a flight label in the table.
Select Edit.
Update the information as needed.
Select Save Flight.

You can add new legs, remove existing legs, or change any detail of the booking.

How to delete a flight

Open the flight detail panel.
Select Delete.
Confirm the deletion.

The flight and all its legs are permanently removed.

How to add a flight directly for a specific guest

In the Flights column of a guest's row, select the + (plus) button at the end of the flight labels. This opens the Add Flight form with that guest already pre-selected.

How to attach documents to a flight

Find the flight in the table and open its detail panel.
Select Edit.
In the Attachments section, select Choose Files and pick the files you want to attach.
Select Save Flight.

To remove an attachment, select the trash icon next to the filename in the edit form.

Flight status explained

Each flight leg displays a real-time status based on the scheduled departure and arrival times:

Status	What it means
Planned	The flight is scheduled but not yet within the boarding window
Boarding	Departure is within the next 60 minutes
Departed	The flight has left but has not yet arrived
Landed	The flight has arrived (shown for up to 24 hours after arrival)

Fields and options at a glance

Field	What it means
Guest	The guest this flight is assigned to
Booking Reference	The confirmation code from the airline or travel agent
Notes	Internal notes about the booking
Airline Code	The airline's short identifier (e.g. EK, BA, LH)
Flight Number	The specific flight identifier
Departure Airport	The airport the flight departs from
Departure Time	When the flight leaves (in the departure airport's local time)
Arrival Airport	The airport the flight arrives at
Arrival Time	When the flight lands (in the arrival airport's local time)
Seat Number	The guest's assigned seat on the aircraft

When selecting an airport, the departure or arrival timezone is automatically filled in based on the airport's location. You can still change it manually if needed.
Use the Booking Reference field to store the airline or travel agent's confirmation code so it is easy to search for later.
For guests with connecting flights, use multiple legs within the same booking rather than creating separate flight records.