Transfers

Transfers plan how guests get to and from an asset — airport pickups, ferry departures, boat transfers, and internal moves. You build reusable vehicles and stops once, then assemble day-to-day transfers from the Occupancy screen.

Who can access this: requires the Transfers (read) permission and the Transfers module. Changes require Transfers (create/update/delete). All transfer master data shares one permission group.

Everything below sits under Master Data → Transfers.

Vehicles (Cars)

Open Master Data → Transfers → Cars and add a vehicle for each car, van, boat, or craft you use.

Transfer vehicles list

Field	What it does
Name	What you'll see when planning, e.g. "Toyota HiAce".
Kind	Plane, Seaplane, Car, Van, Bus, Boat, Speedboat, Bike, or Other.
Capacity	Number of seats. Used to warn you when a transfer is over capacity.
Status	Active or Inactive. Inactive vehicles stay on record but drop out of the planning picker.
Plate	Registration plate (optional).
Asset(s)	Which asset(s) the vehicle serves. Leave empty to make it available everywhere.
Note	Free text.

Tip: To retire a vehicle without losing its history, set it to Inactive rather than deleting it.

Stops (Locations)

Open Master Data → Transfers → Stops and add every pickup and drop-off point.

Transfer stops list

Field	What it does
Name	e.g. "Malé International Airport" or "North Jetty".
Kind	Airport, Seaport, Pier, Hotel, Asset, Station, or Other.
Asset(s)	Same scoping as vehicles — empty means available to all assets.
Address / Coordinates	Optional, for the driver manifest and maps.
Note	Free text.

Route templates

A route template is a reusable, named route — an ordered list of stops with their type and time of day — so you don't rebuild a common run every time.

Route template editor with ordered stops

1. Open Master Data → Transfers → Route templates and click Create.
2. Give it a name, an optional direction (Arrival, Departure, Internal), and asset scoping.
3. Add stops in order. For each, pick the location, the kind — Pickup, Waypoint, or Drop-off — and a departure and/or arrival time.

When planning a transfer, apply the template to drop the whole route in at once, then adjust the real dates. A product can also point to a default route template.

Setting up a route and putting it on a booking

Here is the whole flow, from empty master data to a transfer on a guest's booking:

1. Add the vehicles you run under Cars — for an airport run, say a "Toyota HiAce" (Van, capacity 8).
2. Add the stops under Stops — "Malé International Airport" (Airport) and your resort's jetty (Pier).
3. Build a route template under Route templates: name it "Airport → Resort", set the direction to Arrival, and add two stops — a Pickup at the airport with a departure time, then a Drop-off at the jetty with an arrival time.
4. Open Occupancy for the asset and arrival date and switch to the Transfers tab. Create a transfer and apply the template to drop the whole route in at once.
5. Add the guests straight from the day's arrivals, assign the HiAce and a driver, and keep an eye on the seat meter so you don't exceed capacity.
6. Print the manifest and hand it to the driver.

You can also skip the planner: on a booking invoice, a transfer-type product line (such as an "Airport transfer") shows a transfer icon that creates the transfer and attaches that line's guests in one click.

Adding a transfer to a booking

You don't build day-to-day transfers here — you build them from Occupancy → Transfers tab for the asset and date, pulling guests straight from bookings, assigning a vehicle and crew, and printing a driver manifest. You can also start a transfer from a transfer-type product line on a booking invoice. For the full planning workflow, seat and conflict handling, and the manifest, see Bookings and The Folio & Invoicing.

Note: A transfer's operational cost stays on the transfer. It is not pushed into the guest's invoice or payments.

Merging transfers

When two planned runs turn out to be one — two pickups for the same flight, or a duplicate a colleague already built — merge them instead of rebuilding:

1. Open the transfer you want to fold into another and choose Merge transfer.
2. Under Merge into transfer, pick the surviving run (Select a transfer). If nothing suitable exists, the dialog says "No other transfers to merge into."
3. Confirm with Merge. The guest lists are combined without duplicates, booking links from the source carry over, and the source transfer is deleted. The surviving transfer keeps its own date, route, times, and vehicle.

If the two runs differ in date or stops, Gurita warns — "These transfers differ in date or stops. Merge anyway?" — and only proceeds when you confirm with Merge anyway.

Warning: Merging deletes the source transfer, and there is no undo. If you merged the wrong pair, recreate the second transfer and move its guests back.

Tip: After a merge, glance at the seat meter — the combined guest list may exceed the vehicle's capacity, and the planner will flag the overload.

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