Transfers and arrival time

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The guest’s arrival time

Every booking keeps when the guest says they will arrive and how: the expected time (on the property’s clock), the transport (Flight, Train, Car, Other) and the Flight or train number (e.g. W4 3121). All of it is optional. The booking panel shows where it came from: From the booking channel, Given by the guest or Entered by staff. What the guest or the desk said is not overwritten by a later change from the channel. On the Today tab, the Arriving Today list has an ETA column with the expected time and transport, and is ordered by it; guests who gave no time come last. Search also finds a booking by flight or train number. In the staff app, rows read “ETA 21:40 · Flight W4 3121”.

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Transfers

A transfer is a Pickup (from an airport, station or port, on arrival) or a Drop-off (to the airport or station, at the end). Its statuses:

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Booking a transfer

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What confirming does

• If you chose a transport product under Charge as, its price goes on the booking’s bill as an extra (for a per-person product, times the number of passengers).
• A high-priority task of type Transfer is created for the pickup time: “Pickup {guest} at {time} — {from} → {to}”. When the task is completed, a transfer still under way becomes Completed.
• The guest’s automations hear of it: a rule on Transfer Confirmed sends at once, a rule on Before a Transfer Pickup the chosen time before the pickup — see Telling the guest below.

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Assigning a driver or a provider

A confirmed transfer gets Assign, on the daily list and in the booking panel. Assign the transfer asks Who runs it:

• Our driver — a team member with the Driver role. Driver’s name, Driver’s phone and Vehicle plate are filled in from them and can be changed. The transfer’s task goes to the driver. If nobody has the role yet: “No active team member has the Driver role. Add one under Tasks → Team.”
• A provider — a supplier from Suppliers, with the Driver’s name, Driver’s phone and Vehicle plate they give you, and the Cost: “What the provider charges you. It is never shown to the guest; the margin against the guest’s price is.”

The row then names who runs it, the car, and for a provider the cost and the margin. An assigned transfer can be Reassigned, or taken back with Take back from the driver, which makes it confirmed and nobody’s again.

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On the road

The transfer moves one step at a time — On the way, Picked up, Completed, or No-show — from the daily list, from the booking panel, or by the driver in the staff app. A no-show asks first (“The guest did not show?”), closes the task and keeps the charge: the car went. Completed can be recorded from any step, for a desk that runs its own shuttle. Each transfer keeps its History: every step, when, and whether the desk, the driver, the guest or the system made it.

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Cancelling

Cancel transfer (with an optional reason) reverses the charge on the bill and cancels the task. When the booking is cancelled, marked as a no-show or deleted, its open transfers are cancelled automatically. A Completed or No-show transfer cannot be cancelled, and its charge stays even if the booking is cancelled later.

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The daily list

Operations → Transfers in the menu (with permission to view transfers) shows “The day’s airport and station pickups and drop-offs, in pickup order”: time, direction, guest and booking, room, from → to, flight, party and bags, driver and vehicle, status. Filters: the day (with Today and the days either side), Direction, Status and Property. From the list you can Confirm, Assign, move a transfer along the road or Cancel transfer; edits are made from the booking panel. Export CSV downloads the list with the same filters (up to 31 days), and Print prints only the list, headed by the date.

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Drivers and the staff app

Driver is a role of its own: “Drives the guests’ transfers given to them and moves them along from the phone”. A member’s account gets it with Make Driver on their card in the team settings; the assign dialog lists the team members with the Driver role under Tasks → Team. Its one permission: “Drive the transfers given to them (on the way, picked up, done, no-show)”. In the staff app a driver lands on Transfers: “The transfers given to you, today and tomorrow”, with the route, the party, the vehicle and a button to call the guest. The steps are On my way, Guest picked up, Transfer done and Guest did not show, and they are sent when the phone is back online if it was not. Someone else’s transfer cannot be moved. The front desk finds the same tab in the menu, with all of today’s and tomorrow’s pickups and drop-offs.

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Telling the guest

Two events in Automation are about transfers — see Automation:

• Transfer Confirmed — when a transfer is confirmed.
• Before a Transfer Pickup — “The delay counts back from the pickup: 24 hours sends it a day before the driver comes. The message names the driver, phone and plate as they are when it goes out.”

Their templates can use the transfer’s variables: {{transfer_pickup_date}}, {{transfer_pickup_time}}, {{transfer_pickup_location}}, {{transfer_dropoff_location}}, {{transfer_transport_number}}, {{transfer_passengers}}, {{transfer_driver_name}}, {{transfer_driver_phone}} and {{transfer_vehicle_plate}}. A message is not sent for a transfer that no longer runs, and a reminder whose pickup has moved is replaced by one for the new time.

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Transfer stations

On the property’s page, Details tab, the Transfer stations card: “The airports and stations this property picks its guests up from. A new transfer starts from the first one.” Each station has a name (e.g. Otopeni Airport (OTP)) and a type — Airport, Railway station, Port, Other place. A property can have at most 20.

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Permissions

Roles have two permissions in the Transfers category: viewing transfers and managing them. Reception and members get both; custom roles that can manage bookings get them automatically. Drivers have their own permission, above.

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Flight tracking

An arrival pickup that names a flight follows it. Every fifteen minutes Gridbeds looks up the flights of the confirmed and assigned pickups due in the next 24 hours. When a flight lands 15 minutes or more later (or earlier) than the pickup was planned around, the pickup moves by the same amount — so a pickup booked half an hour after landing stays half an hour after landing — and its task and the guest’s reminder move with it. The desk (whoever may see transfers at that property) and the transfer’s driver are told: “Flight delayed” — “{guest} · {flight} · pickup moved to {time}”. A cancelled flight moves nothing and says so: “Flight cancelled” — “{guest} · {flight} is cancelled · pickup at {time} not moved”.