Every traveller, passport and seat for a team on the move
When a squad travels, every person needs a seat and a valid passport. On Travel Places' operations platform an agent seats the whole party on its flight and holds seats for names still to come, the traveller list shows whose documents are running out, and travellers confirm their own passport details from a text message.
- Client
- Travel Places
- Built
- Seat mapper, traveller list, passport form
- For
- Agents and travellers
- Passport form
- Live since 2024
A whole squad, one flight, no wrong names.
The problem. Seating a team is more than filling rows: players together, staff where they need to be, seats held for people not yet named, and every passport valid for the whole trip. In spreadsheets and emails, that meant checking the same details again and again, and chasing travellers for passport numbers.
The approach. We built it into the platform the bookings live in. Agents seat the party on a map of the aircraft, hold seats for names to come and export the seat plan. The traveller list shows whose documents are running out, and travellers confirm their passport details on a short form sent to their phone, checked against what Travel Places already holds.
Travel Places' seat mapper, rebuilt with invented data: a charter to Lisbon with a rugby squad and a broadcast crew. The client list sits on the left, the aircraft in the middle with each client's seats in its colour, and the seat panel on the right. Eight players are seated one after another, two seats are held for names still to come, both cabins reach full and the changes are saved.
Every client in its own colour
Each traveller placed fills a seat in their client's colour, and the counts by cabin and by client move with it.
Seats held for names to come
A place not yet named gets its seat now, marked TBC, so the squad still sits together.
Saved in one go
Changes wait on screen, counted, until the agent saves them.
Seated, held and checked before the team flies.
Two of Travel Places' screens, rebuilt with invented data: the seat mapper, with a rugby squad seated client by client, two seats held for names to come and the seat plan exported for one client; and the traveller list, with each passport and document coloured by how soon it expires and one passport that runs out soon after the tour flagged.
Seat the squad, client by client
Every client on the flight has its own colour. An agent opens a free seat and picks who sits there; the name leaves the list, and the counts by cabin and by client move with it.
Hold seats, then export the plan
A place still to be named gets a held seat, marked TBC. The finished plan exports to Excel or a one-page PDF, for every client or only those ticked, with other clients' seats shown as unavailable.
Passports that won't last the trip
The traveller list colours each passport by how soon it runs out: amber within 18 months, red within 12, a deeper red within six. A passport due to expire just after the tour stands out long before anyone checks in.
What agents and travellers use
- A seat map for each flight: seat travellers by client, assign the rest automatically, hold seats for names to come
- Seats marked as not ours, problems flagged before anyone reaches the airport, and the seat plan exported
- Every traveller with their documents, passports and visas coloured by how soon they expire
- Expired or expiring documents flagged on each event the traveller is booked on
- A passport form a traveller opens from a text message: six fields, checked against the record, confirmed on screen
The traveller's side: a text and a short form.
When a charter seat needs a passport check, the traveller confirms their own details on their phone. The form has collected them since 2024.
Travel Places' passport form on a phone, rebuilt with invented data: a text message from Travel Places with a link, the form opening with PASSPORT VERIFICATION, the flight and its date, the six passport fields and two Yes or No questions filling in turn, Submit, then the PASSPORT SUBMITTED page.
A link by text, nothing to sign in to
Agents send it from the traveller's seat. It opens on their phone already tied to the flight and its date.
Checked against the record
Nationality, date of birth and the passport's number, country and dates are compared with what Travel Places holds. Anything that differs is ringed in red to confirm.
Marked on the seat when it matches
The seat shows the passport as submitted, and the traveller is told they can close the page.
Where it stands
The passport form has collected travellers' details since 2024, and the seat mapper runs inside the platform, rebuilt this October around how agents seat a team.
Passport review, bulk import and duplicate merging are built on the same records and roll out next.
What we used
- Next.jsThe seat mapper, the traveller list and the passport form
- SupabaseTravellers, their documents and every seat
- FileMakerWhere each passport is checked against the traveller's record
