Managing reservations after a trip cancellation

Overview: Weather can often have an impact on trip schedules, and, as a result, affect the passenger's schedule. When a flight gets canceled, those passengers are oftentimes put on a trip the following day. Knowing the proper way to handle those passengers reservations from one day to the next can play a critical role in a smooth check-in the following morning for the passenger.

  1. Remove reservations from the trip
  2. Transfer all reservations, with the exception of outbound reservations who have already checked in, from the current day to the following days request
  3. Copy the request for the checked in passengers and put the deliver by date for the new request as the following day
    • Depending on how your request reservations were initially built for the day, it might be best to
      • Create a new request for the current day (consider including the word stranded in the request name)
      • Transfer the checked in passengers to that newly created request
      • Copy that newly created request and update the date to the following day (this gets rid of the check mark)
  4. Add those copied reservations to the trip the following day

Passengers on a canceled trip that need to be moved to another trip on the same day can just be transferred from one trip to the other.

Depending on the company, the number of inbound and outbound stranded passengers may need to be captured on the Actuals modal by the dispatcher. These totals should be entered prior to removing the passenger reservations from the trip.

Passengers Who Have Not Checked In
When a trip has been deemed canceled by the dispatcher, all of the passenger reservations should be removed from the trip. This will allow the user who manages the reservations a few more options, as these reservations will be editable in the request again.

If you have passenger reservations that were not officially checked-in, you can simply transfer their reservation to the following day with no issue.

You can check for a check mark icon next to their trip reservation, or on their request reservation (if they have already been removed from the trip) to see if they have already checked-in to that reservation.

Passengers Who Have Checked In
Generally, the passengers who are checking into the kiosk at the service port are the only reservations at risk the following morning when checking in.

By checking into their reservation at the kiosk, they have officially used up that reservation. If the reservation is just transferred to the following day, the check mark and weights will also be transferred to the following day. When the passenger arrives at the kiosk, they will be refused a check-in because there is no reservation for them to check-in to, even though they have a reservation on the trip. Since their new trip is for the following day, they will need a new reservation to check into and reweigh themselves.

When the passengers have checked in, you will need to either copy their reservation for the next day or manually add them to the request on the following day.

Transferring & Copying the Request

Passengers that have already checked into their reservation at a kiosk will need to be handled slightly different than those who did not.

  1. Make sure that their reservation was removed from the original trip manifest
  2. Depending on how your reservations are made, copy the request and set the deliver by date for the following day
    • If you have your request setup for all outbound reservations for the day to be together, its best to make a holding request on the day of the cancellation, transfer all check-ins that need a reservation for the next day to it, and copy only those passenger reservations for the following day.
  3. Locate the new request reservation and add it to the desired trip

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