Managing Travel & Flights

Managing Travel & Flights

The Travel tab helps you coordinate all the logistics of getting your team to and from the mission field. Leaders and co-leaders can manage flight bookings, collect passport information, and keep track of travel documents.

Adding Flight Information

To add flights for your team:

1. Navigate to the Travel tab on your trip dashboard.
2. Click Add Flight to create a new flight segment.
3. Enter the airline, flight number, departure and arrival airports, and times.
4. Assign team members to the flight — you can select multiple members traveling on the same booking.
5. Save the flight. Team members will be able to see their flight details on their trip dashboard.

You can add multiple flight segments for trips that involve layovers or connections. Each segment is tracked independently so members can see the full itinerary.

Passport & Visa Details

Collecting passport information early is critical for international trips:

• Team members can enter their passport number, expiration date, and issuing country from their profile.
• Leaders can view a summary of passport status across the team to identify anyone with missing or expiring documents.
• Many countries require passports to be valid for at least 6 months beyond the travel dates — the system will flag passports that are close to expiration.

For trips requiring visas, use the Documents tab to collect visa copies and track who has obtained theirs.

Seat Preferences & Special Needs

Team members can note travel preferences such as:

• Seat preference (window, aisle, middle)
• Dietary requirements for in-flight meals
• Mobility needs or accessibility requirements
• Frequent flyer numbers for applicable airlines

These preferences are visible to leaders so they can be accommodated when booking group travel.

Travel Documents Checklist

Use the travel section to keep a checklist of required documents for your destination:

• Valid passport
• Visa (if required)
• Travel insurance documentation
• Vaccination records or health certificates
• Emergency contact information

Leaders can mark items as required, and team members will see which documents they still need to upload or confirm.

Tips for Smooth Travel Coordination

• Book flights early and share details at least 4–6 weeks before departure.
• Collect passport copies well in advance — renewal can take 6–10 weeks.
• Keep a printed copy of all flight itineraries as a backup.
• Designate a travel coordinator on your team if the group is large.