Travel Management — Arrivals & Alerts

Why arrivals are two journeys

For an island property, a guest's arrival is rarely a single event. There is an International Arrival — the flight into the country — and then one or more Domestic Transfer(s) to reach you. The two have different timings and different failure modes, and a delay in the first cascades into the second.

Transfers are marked as Managed by us where you are arranging them, which is the distinction that decides whether a gap is your problem or the guest's.

Common Tasks

How to See Who Is Arriving (upcoming arrivals, who is coming, arrivals list, flight arrivals)

The forward view of guests on their way to you.

Required permission: Reservation or front desk read

1. Go to Travel Management → Arrivals in the left sidebar
2. Choose the window — Next 3 Days, Next 7 Days, Next 14 Days or Next 30 Days
3. Review each arrival, its INTERNATIONAL flight and any DOMESTIC transfers
4. Note which transfers are Managed by us

Result: You see the arrival picture for the period and what transport each guest depends on.

Note: Use Next 3 Days for the operational view and the longer windows for planning transfers and staffing.

How to Deal With Travel Alerts (travel alerts, needs attention, missing transfer, arrival problem)

Work the exceptions rather than reading every arrival.

Required permission: Reservation or front desk write

1. Go to Travel Management → Alerts in the left sidebar
2. Review Active Alerts and anything flagged Needs attention
3. Resolve each — arrange the missing transfer, confirm the flight, or contact the guest

Result: Arrivals that would otherwise have gone wrong are dealt with before the guest travels.

Note: Work alerts daily. Almost every one is trivial to fix days ahead and expensive to fix on the day.

How to Record a Guest's Flight Details (add flight, arrival details, guest travel info)

Capture how a guest is arriving so transfers can be planned around it.

Required permission: Reservation write

1. Open the reservation
2. Record the arrival flight and its timing
3. Record the onward transfer, and whether you are arranging it
4. Save

Result: The guest appears in the arrivals view with their journey, and any gap raises an alert.

Note: The Guest Portal lets guests supply this themselves before arrival, which is more reliable than chasing it by email.

How to Plan Transfers for a Day (transfer planning, boat transfers, pickup schedule)

Group arrivals so transport is arranged once rather than per guest.

1. Go to Travel Management → Arrivals and select Next 3 Days
2. Group guests by arrival time and by the transfer they need
3. Arrange transport for each group
4. Check Alerts for anyone left without a transfer

Result: Transfers are planned against actual arrival times, and nobody is left unaccounted for.