1. Decide what information is needed
Start with the trip requirements: departure details, dates, meeting point, participant names and numbers, and the staff member responsible. Add special requirements or contact details only when relevant to the trip and in line with the operator’s privacy policy.
Requirements vary from trip to trip. A trip involving a boat or additional vehicles may need different assignment details from a walking tour. Sensitive identity data does not need to be included in every copy of the manifest, especially copies shared with external parties.
2. Check the source booking
Match participants to the correct booking and departure. Make sure changes to group size, cancellations, and schedule changes have been handled in the source record. If information is incomplete, flag it and assign someone to follow up; do not guess or fill in data just to make the list look complete.
For example, a booking for three people may have two complete names and one still pending. Seat count and identity details are separate matters; check both before sharing the operational version.
3. Check assignments and pick-up points
Check the schedule, guide, boat or vehicle, and applicable transfer and pick-up details. Confirm changes with the person responsible before departure. If someone only needs to know about their own group, share only the information required for their role and work.
Do not include financial details, identity documents, or internal customer notes in the field copy unless they are necessary and authorised. Make sure recipients know who to contact if they find a discrepancy.
4. Specify which version to use
Decide when the list will be checked, who will approve it, and how changes made after the check will be communicated. When printing or downloading it, include the time or version so staff can tell the latest copy from earlier ones. If there is a last-minute change, notify affected recipients and retrieve old copies where possible.
Downloaded, printed, or shared copies cannot be recalled automatically. Therefore, limit distribution and ask recipients to delete copies they no longer need, in line with the organisation’s policy.
5. Use the list for check-in and review
At departure, staff check attendance against the current list and record exceptions through the agreed process. After the trip, return any necessary notes to the operations team and retain or delete copies according to the retention policy.
Review recurring errors, such as outdated pick-up points or participant names received late. Improving the booking process will reduce correction work before departure.
How does Komoozo help?
Komoozo provides manifests linked to departures and participant data, along with check-in and operational assignment features based on permissions. Guides with access can view their assigned trips and operational manifests according to access rules. Feature availability depends on the plan and access permissions; operators remain responsible for document-checking, sharing, and retention procedures.