Per-traveller segment assignment
Not every item belongs to everyone. The parents fly from Madrid, the daughter joins from Bilbao, and the transfer only carries three of the five. Assignment is how one trip holds all of that without sending the wrong flight to the wrong person.
Setting it
The Applies to row sits in the segment form, below the location fields. It shows a tick box per traveller and appears only when the trip has more than one traveller.
- Open the trip, and either press + Add segment or the pencil on an existing row.
- Under Applies to, tick the travellers this item belongs to.
- Save.
The rule is the one written beside the boxes: none selected = everyone. Leaving every box clear is not an incomplete state — it is how you say the item is shared by the whole trip. That is right for the hotel, the group tour, the coach transfer.
Once saved, the itinerary row shows a badge with the first names of the people assigned, so a mixed itinerary can be read at a glance.
What it changes
Assignment decides who an item exists for:
- Automatic messages. Reminders, departure countdowns and flight alerts for an assigned item go only to the travellers on it. A delay on the Bilbao flight does not wake the parents.
- The daily brief. Each traveller's brief is built from shared items plus their own.
- The day page. The page linked from the brief shows the same filtered list, in their own language.
An item with nobody assigned reaches everyone on all three.
Import fills it in for you
Tickets usually print the passenger's name. When you import a booking PDF, those names are matched against the trip's roster and the matched travellers are set as the item's Applies to — you see them as a badge in the review panel before you accept anything.
Two things follow from that:
- Add the travellers before importing. There is nothing to match against otherwise, and every segment lands shared.
- A name that matches nobody produces a warning, and the item stays shared rather than being assigned to a guess. Fix it by editing the item after you accept it.
Matching is tolerant of the shapes tickets use — MENDEZ/LAURA MS matches a traveller stored as Laura Méndez — but it is not tolerant of a traveller who is not on the trip yet. See Import booking PDFs and review before saving.
Reservations per traveller
Assignment answers whose item is this. A booking reference answers something narrower: whose reservation on this item. They are not the same question, and two travellers on the same flight routinely hold different locators — bought separately, or through different agencies.
The Reservations per traveller block under Applies to is where those go. Each row is one traveller's reference:
| Field | What goes in it |
|---|---|
| Traveller | Who holds it. Leave as Everyone for a single shared reference. |
| Locator | The code shown at the counter or gate. |
| Ticket number | The separate document, where the operator issues one — a 13-digit airline e-ticket. |
| Seat | Seat, berth or cabin. Leave empty for free seating. |
It is deliberately not flight-specific. A rail locator, a bus booking number and a ferry reference are the same three facts under different names, so the same block covers a train segment or a coach transfer.
Which one a traveller is told is theirs, in order: their own row; failing that, the Everyone row; failing that, the segment's Confirmation code field. If none of those exists, they are told no reference is on file for them and offered a hand-off to you.
That last step is the point. Before this existed there was one code per segment, so the second traveller was handed the first one's locator — a code that does not exist under their name and fails at the desk. Being told it is missing is worse than useless only in theory; in practice it is the difference between asking you at home and arguing at a counter.
Note what this does not do. It is not a privacy boundary: like assignment, it governs what the concierge volunteers, not what a determined reader could piece together. And a locator you type into the segment's Notes is still just prose — the concierge is instructed never to pass on a code from there, but the structured row is what makes that promise keepable.
What it is not
It is not a privacy control. Assignment governs who gets messaged and whose day page an item appears on. Do not lean on it to keep the contents of one traveller's itinerary away from another traveller in conversation. If something must not be seen, it does not belong on a shared trip.
It is not the same as a group. Groups are for operations — a leader who runs headcounts, a family with its own balance, a coach that gets its own advisory. Assignment is per item and has no leader, no payments and no headcount. Most school and multi-family trips need both. See Groups, leaders and rooming.
It is not how documents are scoped. A voucher or passport scan has its own owner on the document card, and travellers only ever see shared documents and their own. See Required documents and chasing.
A worked example
A family of four: two parents from Madrid, two children joining from Seville, meeting in Rome for a week.
| Item | Applies to |
|---|---|
| Flight MAD → FCO | Parents |
| Flight SVQ → FCO | Both children |
| Airport transfer, evening | Nobody ticked — everyone |
| Hotel, seven nights | Nobody ticked — everyone |
| Vatican tour | Nobody ticked — everyone |
| Flight FCO → MAD | Everyone ticked, or nobody — same result |
Each pair gets check-in reminders for their own flight and nothing about the other. Everyone gets the hotel, the transfer and the tour. And because the two flights land in the same zone, the clock the messages are scheduled against is the same for all four from the evening onwards — see Timezones and the traveller's clock.