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Dive Staff Guide

Guide for divemasters, instructors and dive centre desk staff — checking divers in, reading and printing manifests, running the board, and recording fulfilment.

As dive staff you work two screens: Dive Check-In at the desk, where divers are registered and their certification captured, and the Dive Board for the day's boats, where you set the site, build the manifest, and record who actually dived. Both work on a phone, so the board goes with you to the jetty.

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Two screens, two jobs

  • Dive Check-In registers a diver with the centre for their stay, once. It is where certification is captured.
  • Dive Board is the day — which boats are going, who is on each, and what happened.

A diver is checked in once and may dive many times. Being on a manifest does not check someone in, and checking someone in does not put them on a boat.

Capture certification at the desk, not the boat

Certification appears on the manifest, which is what the divemaster reads before the boat leaves. Discovering a missing qualification on the water is too late — capture it at check-in.

At the desk

How to Check a Diver In (register diver, diver arrival, check in)

Register a diver and capture what you need before they can dive.

Required permission: Dive operations read

  1. Open Dive Check-In in the staff app, or go to Dive Center → Check-In
  2. Find the diver under Arrivals for the date
  3. Work through their details — certification level and agency, and any medical declaration
  4. Scan their certification card
  5. Complete the check-in

Result: The diver moves from Pending to Checked In and joins Active Divers.

How to Assign the Dive Boss (who is leading today, dive boss, assign staff)

Name who is responsible for the day's diving.

Required permission: Dive operations write

  1. Open Dive Check-In for the date
  2. Assign the dive boss

Result: The dive boss is recorded for the day.

Note: A day showing No dive boss has nobody named as responsible. Set it at the start rather than after the boats have gone.

How to Check a Diver Out (diver leaving, end of stay, check out)

Close a diver out at the end of their stay.

  1. Open Dive Check-In and find them under Departures
  2. Check them out

Result: They become Checked Out and leave the active list.

Note: Check out before their account is settled, so any final dives and equipment charges are on the bill.

Running the day

How to Set the Dive Site (where are we diving, choose site, set dive site)

Record where the trip is actually going.

Required permission: Dive operations write

  1. Open the Dive Board for the date
  2. Find the departure
  3. Set its dive site

Result: The site is recorded and appears on the manifest.

Note: Set it before printing — the printed manifest is what goes on the boat.

How to Move a Diver to Another Boat (reallocate diver, change trip, move guest)

Plans change. Move a booked diver by dragging their manifest row.

Required permission: Dive operations write

  1. Open the manifests for both the source and the target departure
  2. Find the diver — those who can be moved show a drag handle
  3. Drag their row onto the target departure and release

Result: They move to the new departure and both capacity counts update.

Note: A diver already marked served or no-show cannot be moved, and neither can anyone on a departure already marked departed.

How to Add a Walk-In (unbooked diver, walk-in, add to boat)

Put someone on a boat who did not book ahead.

Required permission: Dive operations write

  1. Open the Dive Board and find the departure
  2. Add a walk-in to it
  3. Enter their details and what they are diving

Result: They appear on the manifest and count against capacity.

Note: Capacity is the hull, so a walk-in takes a seat from the same pool as pre-booked guests. A full departure is full.

How to Print the Manifest (boat list, print manifest, passenger list)

Produce the sheet that goes on the boat.

  1. Open the Dive Board and find the departure
  2. Confirm the dive site and the diver list are final
  3. Print the manifest

Result: A printed list of every diver with certification and equipment notes.

Note: Print after any last-minute moves. A manifest printed before a diver was reallocated is wrong in the one place it matters most.

How to Record Who Dived (mark served, no-show, diver did not turn up, fulfilment)

The last job of the day, and the one most often forgotten.

Required permission: Dive operations write

  1. Open the departure’s manifest after the boat returns
  2. Mark each diver served
  3. Mark anyone who did not appear as no-show

Result: Fulfilment is recorded per diver.

Note: This matters beyond the boat. A booking left unfulfilled may not be recognised as revenue — complete the manifest before the day closes.

Related

Common questions

A diver is on the boat but not in the system

Cause: They were never checked in.

Fix: Check them in from Arrivals so their certification is captured. Being on a manifest and being checked in are separate things.

A guest booked a dive but is on no departure

Cause: They may have been allocated without a trip, if no departure was scheduled that day.

Fix: Check the timetable has a departure for that date and that their product is offered on it, then place them onto it from the board. See Dive Scheduler.

A departure is full but the boat has empty seats

Cause: The same trip has probably been modelled twice, once per product.

Fix: Tell whoever manages the timetable — it should be one departure with two offerings, so seats pool at the hull.

Certification is missing on the manifest

Cause: It was not captured at check-in.

Fix: Open the diver’s record and add their level and agency. It carries through to their later trips.

I cannot drag a diver to another departure

Cause: Either they have been marked served or no-show, or the departure has sailed.

Fix: That is intended — a trip that has already happened should not change.