Adding Flights

This guide helps you navigate the various ways to enter flights.

Flight Types & Entry Methods

Daysheets supports both commercial charter flights. There are multiple methods on how to add flights to Daysheets:

• Manually adding commerical flights
• Import commerical flights with Daysheets AI
• Manually create chartered flights

Manually adding commerical flights

When you’re looking at either the flight grid, or any day on your tour, you can click the blue + in the top right hand corner and hit Add Flights , or use the cmd + f keyboard shortuct.

You’ll notice the drawer on the right gives you the flexibility to import flights, or enter manually. To create a manual flight, follow the instructions as explained in Daysheets.

1. Add a Trip Label

   Enter the name of the trip you are creating, for example “John flies to rehearsals”. This is how the flight will appear in the schedule on both the desktop and mobile apps.

   If you decide not to give the trip a label, it will appear in the schedule with the departure and arrival airports as the label.

2. Search for the Flight

   Next, ensure the departure date is correct, and proceed by searching for the airline and adding the flight number.

   Press search, and Daysheets will return the flight details for your review.

   If your trip has a connecting flight, press the Add a stop button in the bottom left corner of the search window. You will be able to add a second flight the same way you added the first flight.

   Once you’re trip looks good, click Continue in the bottom right to add passengers.

3. Passengers, Seats & Locators

   Sse the search bar in the passengers tab to add team members to this flight. You can search by name, or search by group or group tag to add multiple passengers at the same time.

   As you add passengers you’ll see fields show up for each passenger where you can add record locators and seat numbers.

   Flights appear for anyone who is in the same group as any individual on the flight. You can hide locators and seats, so they only appear for admins or the respective passengers. Look for two toggles at the bottom of the window to set who can see these details before hitting Save.

Tips

• Flight numbers typically do not include letters. If you can’t find your flight, check to ensure your airline is accurate. Some airlines like Norwegian and SAS have various airline codes.
• If your trip has a connection that departs the next day, make sure to update the date of departure before searching for the connection!

 

Flight Imports

Overview

DaysheetsAI makes it convenient to add flights by simply dragging itineraries into flights into Daysheets. Daysheets AI is a pro tier feature, meaning importing flights is only available if you are on a pro tier or teams plan.

Daysheets AI accepts numerous flight types, but for the best results, we reccomend using itineraries received from a travel agent.

Before getting started, we highly reccomend that the passengers you want to add flights for already exist in your personnel grid.

Importing your first flight

To import a flight, get started by pressing cmd + f or pressing the blue + button in the top right to add a new flight.

When the drawer opens on the right hand side, click the blue area to navigate to your files, or drag your files into the blue drag zone. You can drag up to 100 flights into Daysheets at a time, however we reccomend adding flights in batches of 10.

As you drag flights into Daysheets, you will see the list of documents below the drag area. Once you’re ready hit Continue in the lower right.

You can check the progress and review imports by navigating to the Flights tab on the left main menu, and then clickin on the Imports tab in the header menu.

Review Flight Details

As imports are taking place, you’ll see the status change from uploading to processing, to processed, to ready for review. As flights are ready for review, they will show up in the grid as shown below:

When you press Review, your itinerary will be displayed along with the information that will be added to Daysheets.

Each flight parsed from the itinerary will show up on the right hand side of the window. Double check that all of the departure and arrival information is accurate, as AI can make mistakes.

If the information is inaccuarate, you can click the edit button under the flight, and re-search for the correct flight informaation, or you can delete the import and try the import again.

Next you will want to review the passengers.

Review Passenger Details

You will notice that Daysheets AI will automatically add passengers found on the itinerary. If the passenger found on the itinerary match someone who has already been added to your personnel, they will show up in the list of Passengers.

If a passenger from the itinerary could not be found in your personnel, they will show up in the Guest Passengers list.

If a passenger is in your personnel, you can press the swap button which will prompt you to search for a personnel member, and move them from a guest to a passenger associated with the tour.

Finally, review the record locator and seat information accurately matches the preview on the left hand side.

Once everything looks good, click Import. Congratulations! You’ve successfully imported your first flight using Daysheets AI! Your imported flights will appear on the date of departure within the tour, and will also appear in the Flight grid.

Improve Passenger Matching

Having trouble matching names to flights?

You can add a legal flying name to any personnel member’s travel profile within the Personnel Grid. This will help Daysheets AI properly match passengers on an itinerary to members of your team.

This is helpful when:

• A legal name on a ticket is different than the name displayed to your tour
• You have multiple team members with the same first name
• You have multiple team members with the same last name

To adjust a legal flying name, navigate to Personnel Grid > Select the Person > Edit their profile > look for Legal flying name, and enter their name as it appears on itineraries.