Passenger Management and Import Passengers
Overview
There are two available options for creating child reservations within a group:
Manually Create Individual Reservations
Users can create each child reservation one at a time, entering passenger and booking details manually during the Reservation processImport via CSV File
Users can import a CSV file directly into the Groups Management screen. When a file is imported, all child reservations listed in the CSV will be automatically created, saving time and reducing manual entry.
In the groups management screen, users can select the "passenger management" option which will allow users to both manage the passengers and reservations as well as import their passengers.
Importing Passengers
Prior to importing passengers, an excel file can be exported from the passenger management screen.
This excel file will provide users with the option to choose the column headers. Once the file is exported, users can begin entering the details as they pertain to the passengers that will be traveling on the group. Once these details are entered into the file, users can import the file into the under the import passengers screen.
Importing passenger names from an Excel file is a faster and more efficient method for creating child bookings, compared to manually entering each reservation one by one.
When working with a travel agent or group leader, users can:
Export the Excel template directly from the Passenger Management screen
Provide the file to the agent or group leader to complete with passenger details
Import the completed file back into the system to automatically create the child reservations
This streamlined approach reduces manual entry, ensures accuracy, and improves collaboration with group contacts.
Res Groupings and Pax Types
When importing a file, users will need to group the reservations together as well as enter the passenger type. These two fields are required prior to importing the file.
Note: Users can enter the res-grouping and the passenger type into the file prior to importing. Users can also make the updates to these columns directly on the grid as shown below.
Example
In the above example, Robert, Emily, and Logan are sharing a room together whereas Rachael, Connor, and Andrew are sharing the second room together. Tabitha is a single and is taking the third room on the group.
The below outlines the process of exporting and importing the excel file.
Adding Shared Bookings
Users can import passengers who are sharing bookings by adding in the share information within the CSV file that is will be imported using the Share and Share Mask fields
Share
This is a Y or N field. When Y is entered the system will create this Reservation as a Shared Booking. Entering N will create a standard Booking.
Share Mask
Users will designate the type of Shared Reservation in this field
Entering AA or leaving this field blank will create a Twin or Double Shared Booking
Entering AAA will create a Triple Shared Booking
Adding Air
Users can add Air to a Reservation within the Passenger Import, but they may need to do multiple imports - an import for those that will be booking Air and an import for those that will not be.
Once the excel file has been uploaded into Softrip and the data has been matched to the appropriate columns the preview window will show options to select Air at the bottom of the menu
Air Option
This field will show each air option the user has to select from
[DEPCITY:ITNCODE]- This option will show the Departure City followed by the Itinerary Code that is found within the Group the user is importing the Passengers for.
[NO AIR] - Selecting this will not add Air to any of the rows selected in the preview window
OTHER AIR - Selecting this will allow the user to search for a specific Air Contract within the system that may be part of another Group or Package
Air Contract
This field will allow the user to pick which Air Contract will be added to the rows being imported/Reservations being created
In the below example the system is showing MCO:123INV as the Air Option and AIR123 as the Air Contract
MCO:123INV - MCO is the Departure City and 123INV is the Itinerary Code within the Air Contract that is built in the Group these Passengers are being imported to.
If not all passengers in a group are being booked with air, users will need to perform multiple imports to properly assign air services.
In the import preview window, only the checked rows will be imported into the system. For example:
If all rows are checked, all passengers will be booked with air
If only two rows are checked, only those two passengers will be imported and booked with air
Unchecked rows will be excluded from that import
To manage this correctly, the user should:
Check only the passengers who need air and complete the first import
Then, uncheck the passengers already imported, and check the remaining passengers who do not need air
Proceed with a second import for the remaining passengers
This approach ensures each passenger is assigned the appropriate services based on their booking needs.
Bedding Configurations
When Hotel (HTL) services within a group allow users to select a bedding option (e.g., Double or Twin), the system can automatically book the appropriate option during the Passenger Import process.
This functionality is only supported when two rows in the import sheet are linked using the Res Grouping field.
Click here to learn about the Double and Twin Bed set up: Twin vs Double Hotel Rooms
Instructions:
In the Bedding Type column of the import file, enter either "AQ" or "AT" for the appropriate passenger grouping.
The system will assign the selected bedding type to all HTL services associated with that reservation.
Example:
A reservation created for Res Grouping 1 with “AQ” in the Bedding field will book a Double Bed for all HTL services.
A reservation created for Res Grouping 2 with “AT” in the Bedding field will book Twin Beds for all HTL services.
Only one bedding configuration needs to be entered for each pair of rows linked by a Res Grouping. If both passengers in a paired Res Grouping have different bedding values—one marked as "Double" and the other as "Twin"—the system will use the value that appears first in the import file.
If "AT" is listed first for a given Res Grouping, and "AQ" is listed second, the system will default to "AT" when processing the import and creating the reservation.
To ensure consistency, it's recommended that users review and align bedding preferences within each Res Grouping prior to import.
Users can also add or edit these selections within the import screen from the preview window. Double click into the field and manual enter in AT or AQ. The text will display red to signify the change:
Updating Passenger Information
Users can access and view the "passenger management" grid to update the passenger details. Examples of some of the passenger details that can be edited within the grid are as follows:
First Name
Last Name
Gender
Hotel Request
General Request
How to Import Passengers into a Custom Group Video
Import Passenger CSV Template