> ## Documentation Index
> Fetch the complete documentation index at: https://docs.gridbeds.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Transfers and arrival time

> When and how the guest arrives, airport and station pickups, departure drop-offs, and the daily transfers list.

## 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.

| Who fills it in | Where |
| - | - |
| The front desk | In **New booking (PMS)**, the **Arrival** block on the review step; in the booking panel, **Notes** tab, **Arrival** section → **Edit** (with permission to manage bookings). |
| The guest | When booking on the property's website or in the widget ("How are you arriving?" — the number appears only for plane or train), and in the guest portal under **Complete Your Check-in**, section **Your arrival**. |
| The channel | The arrival time Booking.com and other channels send through Channex. |

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.

<Tip>
  The arrival time is not the check-in time the property sold (a paid early check-in, for example). The booking panel shows both: the expected arrival and "Check-in from \{time}". Housekeeping works to the check-in time.
</Tip>

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".

## 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:

| Status | What it means |
| - | - |
| **Requested** | Asked for, not yet promised: no charge, no task. |
| **Confirmed** | Promised: its price is on the bill and a task is due at the pickup. |
| **Assigned** | One of your drivers or a provider has it. |
| **On the way** | The driver is heading to the pickup. |
| **Guest on board** | The guest is in the car. |
| **Completed** | It ran. |
| **No-show** | The car went and the guest was not there. The charge stays. |
| **Cancelled** | It will not run; any charge it posted is reversed. |

### Booking a transfer

<Tabs>
  <Tab title="From the booking">
    In the booking panel, **Notes** tab, **Transfers** section → **Add transfer**. The **New transfer** form starts from the booking: the guest's arrival date and time (or the check-in hour, or 15:00) for a pickup, the check-out time (or 11:00) for a drop-off, the property's first transfer station, the flight and the party. You can change **Direction**, **Date**, **Pickup time**, **From**, **To**, **Travelling by**, **Flight or train number**, **Passengers**, **Bags**, **Charge as** and **Notes for the driver**. **Confirm now** is on by default; click **Book transfer**.
  </Tab>

  <Tab title="When creating the booking">
    In **New booking (PMS)**, on the review step, the **Transfers** section: **Book an airport or station pickup** and **Book a departure drop-off**. The transfer is booked right after the booking, from the arrival filled in above; it is confirmed if the booking is confirmed, and stays requested for an option or a pending booking.
  </Tab>

  <Tab title="Requested by the guest">
    In the guest portal, the **Extras** page, **Transfers** tab → **Request a transfer**. The request stays **Requested**, with no charge, until you confirm it; in the booking panel it shows "Requested by the guest — waiting for you to confirm it."
  </Tab>
</Tabs>

### 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.

<Warning>
  Once the price is on the bill, the product and the number of passengers can no longer change: cancel the transfer and book a new one. The time, places, flight, bags and notes can change at any time before it runs.
</Warning>

### 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 **Reassign**ed, or taken back with **Take back from the driver**, which makes it confirmed and nobody's again.

### 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.

### 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.

## 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.

## 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.

## Telling the guest

Two events in **Automation** are about transfers — see [Automation](/en/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.

## 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.

## 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.

## 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".

<Note>
  Flight tracking starts only once a flight-information service is configured for the installation and switched on for your organization. Until then nothing is looked up and nothing moves by itself.
</Note>


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