The downloadable traveler manifest is one of the most crucial pieces of information for our Operators and the TrovaTrip Team leading up to a trip. This downloadable traveler manifest provides a detailed list of all participants on a tour, including names, personal and travel information, emergency contacts, special requirements, services booked, and more. This information is important for coordination, ensuring guest safety, and responding effectively in case of emergencies. Below are tips on how to read the TrovaTrip traveler manifest.
Where do I find the manifest? How do I download the manifest?
You will find the manifest for each Confirmed Trip in your Operator Portal here upon login.
Steps on how to download a Confirmed Trip manifest:
Log in to your Operator Portal.
On the left-hand side, navigate to the CONFIRMED Trips drop-down.
Click into your Confirmed trip of choice.
Available on the top right of all three tabs of the trip (Review Details, Review Trip, or Review Trip Pricing).
Click the orange Download Manifest button.
Download success!
This downloadable manifest will open as a .csv file, so please make sure your computer is compatible. If you experience any issues opening a manifest after already ensuring you have the proper software, please contact our team for further troubleshooting.
Please note: You are only able to download Confirmed Trip manifests, and are not able to download manifests for Live Trips, Cancelled Trips, or Trip Requests.
What does each column and field mean on the manifest?
While many of the columns on the traveler manifest sound straightforward, some are specific to our Trips and platform. Please see a breakdown of what each column means below.
Column Title | Description |
Name | Preferred full name of traveler (First and Last). |
Order Id | Booking identification number, used especially by the TrovaTrip team
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Traveler Type |
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First Name | Preferred first name of traveler. |
Last Name | Surname of the traveler. |
Gender | Gender in which the traveler identifies with. |
Passport First Name | First name as seen on passport. |
Passport Middle Name or Initial | Middle Name or Initial as seen on passport. |
Passport Last Name | Surname as seen on passport. |
Passport Gender Marker | Gender marker as seen on passport. |
Phone Number | The booked traveler's phone number. |
Passport Number | Passport Number as seen on passport. |
Date of Birth | Traveler's date of birth as seen on passport. |
Place of Issue | Where the traveler's passport was issued (country), as seen on passport. |
Issue Date | Issue date of passport, as seen on passport. |
Expiry Date | Expiration date of passport, as seen on passport. |
Allergies/Dietary | Travelers are requested to disclose all allergies and dietary restrictions, in order to be accommodated and in case of an emergency. If a traveler leaves this field blank or enters N/A, we assume that the traveler has neither an allergy nor a dietary restriction; however, that is never a guarantee. Please refer to Do we need to prepare for dietary restrictions and allergies? for further information. Additionally, your Trip Coordinator will remind the Trip Guide/Tour Leader a few days prior to the trip if there are any allergies/dietary restrictions to be aware of on the trip. |
Preferences | Roommate preferences of the traveler, if the traveler does not have a single room or does not have a specific roommate request, which helps the Trip Coordination team pair roommates. |
Medical and Mobility Disclosure | Travelers are requested to disclose any medical conditions or concerns that they may have that could impact their safety, accessibility, or well-being while traveling with us. If this is left blank or N/A is listed, it is our assumption that the traveler has neither. |
Special Requests | Any and all special requests. This field can sometimes list info about early/late arrival or departure, assistance with medical/health related issues, requests for certain accommodations such as bottled water, pillow types, etc. Some of these notes and requests are to be taken seriously, while others are not as feasible (such as 8 silk pillows!). Travelers are to reach out to our Customer Service Team for major concerns. Your Trip Coordinator will typically flag if anything of importance is seen on the manifest or comes through Customer Service. |
Roommate Selection | The gender(s) of other travelers with whom the traveler is comfortable rooming. They can select from Female, Male, or Self-Identified. Travelers can choose all three. This helps the Trip Coordination team pair roommates. |
Roommate Preferences | The specific person that a traveler has requested to room with, if applicable. |
Room Types | This column indicates the type of room and bed style the Traveler(s) on the booking have requested.
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Arrival Airline / Departure Airline | The airline the traveler is flying. |
Arrival Flight / Departure Flight | This field typically lists the abbreviation of the airline that the traveler is arriving on, plus the flight number, or just the flight number. (i.e. DL 123 or 123). |
Arrival Date | The date that the traveler is arriving at the destination. |
Arrival Time | The time that the flight arrives at the destination, in military time. |
Departure Date | The date that the traveler is departing from the destination. |
Departure Time | The time that the flight departs from the destination, in military time. |
Emergency Contact Name | The name of the traveler's emergency contact that they submitted of who to contact in case of an emergency, usually a family member or friend back home. |
Emergency Contact Number | Phone number for the traveler's emergency contact. |
Optionals Added | If travelers have signed up for Optional Activities, these will be noted here. This will list out the name of the optional activity, with the number of travelers signed up -- x1, or x2 if it is a Host and their companion. (i.e. Sunset Tour (x2) or Cooking Class (x1)). |
Single Supplement | If a Traveler has a Single Supplement added to their booking, this field will have a x1 Single listed. If a Host and their companion have selected to each have a Single Supplement, this field will show a x2 Single. |
Pre-Night | If Pre-Trip Accommodations are offered on a trip and a Traveler has this service booked, they will be listed here. Most commonly, if a Traveler is in a single booking, they will have a Single Room Pre-Trip Accommodation booked — this will be reflected as x1 Single. Sometimes, travelers in a double booking will also book these services — these can be reflected as x1 Twin or x1 Double, or x2 Single. For a double booking, the room will only populate in the traveler-primary's row. Pre-Trip Accommodations are only available to Travelers one day before their trip begins on Day 1. |
Post-Night | If Post-Trip Accommodations are offered on a trip and a Traveler has this service booked, they will be listed here. Most commonly, if a Traveler is in a single booking, they will have a Single Room Post-Trip Accommodation booked — this will be reflected as x1 Single. Sometimes, travelers in a double booking will also book these services — these can be reflected as x1 Twin or x1 Double, or x2 Single. For a double booking, the room will only populate in the traveler-primary's row. Post-Trip Accommodations are only available to Travelers on the last day of their trip. |
Pre-Transfer | For trips with included group transfers, Pre-Trip Transfers may also be offered on a trip. Pre-Trip Transfers are only available to Travelers one day before their trip begins on Day 1, and they are only able to take the travelers from the arrival airport to the first hotel of the trip. If a traveler has this service booked, it will populate as x1 in this column. Sometimes if a Host has a companion, this will populate as x2, indicating that the Host and companion have two separate Pre-Trip Transfers to accommodate their separate arrival plans. |
Post-Transfer | For trips with included group transfers, Post-Trip Transfers may also be offered on a trip. Post-Trip Transfers are only available to Travelers the day after the last day of their trip, and they are only able to take travelers from the last hotel of the trip to the departure airport. If a traveler has this service booked, it will populate as x1 in this column. Sometimes if a Host has a companion, this will populate as x2, indicating that the Host and companion have two separate Post-Trip Transfers to accommodate their separate departure plans. |
Insurance Carrier | The company through which the traveler has booked insurance through. |
Insurance Policy Number | The policy number of their insurance. |
What is a Proxy Host?
Some of our Hosts plan so many trips in a year that they are unable to attend every trip, and have another member of their community go in their place as a "Proxy Host" instead. Currently, our product does not have features to support this idea of a Proxy Host, which requires some workaround. As Proxy Hosts are not an additional FOC, there is no space for them to be added to get access to the trip information, and they cannot replace the Host's place as the "Host" for the trip. They will appear as a host-secondary on the manifest, with their row of information filled out. The main Host of the trip, who is not attending in this case, will still be on the manifest with their information incomplete as the host-primary. Please refer to What is a Proxy Host, and how do we handle it? for further information.