Managing Personnel Reservations and Transfers from the Event Profile
1. Introduction
In this guide, you will learn how to view scheduled events from the Personnel Profile, update the passenger's event dates via the transfer tool, delete linked reservations, link and unlink reservations to the event, as well as requesting waivers for reservations. Knowing how to navigate the Event Profile will lead to efficient management of your schedule and passenger reservations.
2. Open Personnel Profile
To access the Event Profile for a passenger, you will need to open up their Personnel Profile from anywhere in the Helipass site. To do this from the Schedule View page, right click on the passenger's row and select "Personnel Profile".
3. Open Reservation Tab
Select the Reservations tab to see the list of scheduled events and reservations for the passenger.
4. Open Event Profile
To open up the Event Profile for a passenger's scheduled event, click the black ribbon icon to the left of the scheduled trip.
Do note that if the ribbon is not filled in, that means that the passenger's reservation is not linked to the scheduled event if their is one.
5. Event Details
The Event Profile displays information about the passenger's scheduled event, such as the event dates, project, position, and activity. It also provides details if the passenger has saved arrival preset assignments, or if their event is split into multiple shifts.
6. Reservation Details
If the passenger has been linked to arriving and/or departing reservations, these will also appear in the modal.
You will see details regarding the passenger's reservation, compliance status, request and trip details, as well as the check-in details once checked in.
7. Transferring Reservation
If the passenger's event has shifted, causing their reservations to also need shifting, select the Transfer button on the trip or request needing to be moved. If transferring the reservation from one day to another, it is recommended to transfer the trip reservation first.
8. Execute Transfer Action
Once you hit the transfer button, the Transfer Trip or Transfer Request modal will appear. Chose the date and trip/request that you would like to move the passenger's reservation to and hit Transfer.
9. Transferring Request After Trip Transfer
Once the trip reservation has been transferred, a popup message will appear asking if the request needs to also be transferred. If the trip date was changed, it is recommended to also update the request dates. However, if the trip date did not change, it may not be necessary to update the request dates.
10. Finalize Request Transfer
11. Confirm Updates to Event Dates
When the linked reservations are moved, a popup message will appear asking if the Scheduled Event should also have the arriving or departing dates updated to match the recently transferred reservations. Selecting yes will automatically update the event on the schedule view gantt to match. It is recommended to always select yes to keep the schedule and reservation forecast accurate.
12. Deleting Reservations
In addition to the transfer feature, there is the ability to delete a passenger's linked reservations. To delete a passenger from a trip or request, select the trash can next to the reservation. Do note that passengers will need to be deleted from their trips before you are able to delete them from the request.
13. Deleting Request Reservations
If the trip reservation is being deleted, you will be prompted with the option to also delete the passenger's request reservation at the same time. If you would like to delete both the trip and request reservation, select the checkbox in the popup modal before selecting Delete.
14. Linking Reservations
In the event that a passenger's reservations were created without being linked to their Scheduled Event, there is an easy way to link them together from the Event Profile. If the passenger has an unlinked reservation on the same day as the arrival or departure date of the scheduled event, they will appear in the respective section. To complete the linking of the reservations to the event, simply click the Link buttons.
15. Unlinking Reservations
If you need to unlink reservations from a passenger's event, click the broken chain link icon at the top of the arrival or departure sections and confirm when prompted.
16. Opening Reservation Profiles
To access the passenger's Reservation Profile, click the eyeball under their Arriving or Departing Reservation Details.
17. Access Waiver Section
From the Reservation Profile, you can look closer at their compliance status, request a waiver, or whatever else you need to do.
18. Event Profile Permissions
Do note that user permissions and site settings are being enforced in this modal, meaning you may not be able to transfer or delete a passenger's reservations depending on certain criteria. The enforcement include respecting user group permissions, manifesting location permissions, trips and request that are locked from further edits, and more.
Event Profiles only appear for passengers that have scheduled events built out on the Schedule View page. If the tenant does not subscribe to the Schedule View module, event profiles will not appear under the reservation tab of a Passenger Profile.
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