Supplier Lists

Supplier lists produce the operational documents your suppliers need — passenger manifests for airlines, rooming lists for hotels, and run sheets that mix flights, hotels and tickets on the same days. Each list pulls confirmed bookings of the product types you choose into a table you can filter, group, export as CSV, or email directly to a supplier.

Lists live at Reports > Lists. Every workspace starts with two pre-built lists (Flights and Accommodations) that cover the most common use cases. You can create additional lists for any product type, or any mix of them.

How it works

Open Reports > Lists and click a tab to view a list. A date picker fills the page first: pick the days you want, and the list loads. The page then shows a filter bar, a view bar with display controls, and a data table. Adjust the filters and view settings to shape the data, then export it as a CSV or deliver it by email.

When you save changes, everyone who can see the list sees the same configuration. Unsaved edits (such as columns you are still arranging) are visible only to you until you save. The dates are never saved with a list — see Date window.

What gets included

Only confirmed bookings on pending, confirmed, registered, completed, or locked orders appear. Draft and cancelled bookings are never shown. The registered status is deliberately included because a passenger with a seat belongs on the manifest regardless of payment status. Completed and locked orders are included because an order completes once its trip departs, while some of its bookings, such as the return flight, may still be ahead.

If your workspace uses segments, non-admin users see only bookings in their assigned segments.

Bookings with no date — insurance, a service fee, or anything whose product shows no dates — appear when their order's date is in the days you pick, and a list can leave them out. See Bookings with no date.

A list can hold up to 20,000 bookings. If the dates pull more than that, narrow the filters before exporting or delivering.

Who can see a list

Each list is either visible to everyone or restricted:

• Everyone lists are visible to every member of your workspace. The two pre-built lists start this way, as do lists made before restricted lists existed.
• Restricted lists are visible only to their people with access. Nobody else sees the tab, can open the list from a link, or can download or deliver it. Being an admin does not change this.

A restricted list shows a lock after its name in the tab bar. Hover over the lock to see how many people can see it.

A new list, including one made with Save as new list, starts restricted to you. Nobody else sees it until you add people or make it visible to everyone.

Changing who can see a list

The access button on the right of the view bar shows who can see the list: Only you, Restricted with the initials of the people with access, or Everyone. Click it to make a change:

• Add people — click a name to give that person access. The list appears in their tabs straight away.
• Remove — take someone's access away. Removing yourself asks you to confirm first, because you will no longer see the list. A restricted list always keeps at least one person.
• Make visible to everyone — shows the list to the whole workspace and clears its people with access. You are asked to confirm first.
• Restrict to specific people — on an everyone list, makes the list visible only to you, so you can add the people you want from there. You are asked to confirm first, because everyone else loses the list.

Anyone who can see a list can change who can see it.

If everyone with access to a list is deactivated, the list becomes visible to everyone so it is never lost. It stays that way if they are reactivated.

Restricting a list hides the list, not bookings. The rows each person sees on any list are still limited by their segments.

Pre-built lists

Every workspace gets two lists that cannot be deleted:

Flights

Designed for airline passenger manifests. Covers flights only, shows one row per passenger, and is grouped by Product › Date, so each flight's departures sit under it. Default columns include participant name, participant type, order code, client name, trip name, seat reference, and travel dates.

Accommodations

Designed for hotel rooming lists. Covers accommodation only, shows one row per booking (one row per room), and is grouped by Product › Variant, so each hotel's room types sit under it. Default columns include order code, client name, trip name, participant names, participant count, variant name, dates, and night count.

You can edit pre-built lists freely — change the columns, filters, grouping, or any other setting, or restrict who can see them. If you want to restore the original configuration, use Reset to default from the three-dot menu. Resetting does not change who can see the list.

Date window

A list shows the bookings that start on the days you pick. The dates are not part of the list: you pick them each time you open Lists, because they change on nearly every visit and saved dates go stale.

When you open a list without dates, a large picker fills the page and nothing loads until you choose. Pick one of the presets or draw a custom range on the calendar:

Once the list loads, the dates sit in the Starts chip in the filter bar. Click it to change them, and the list reloads.

The dates are kept in the page's link:

• Back and forward keep them.
• A link you send opens on your dates. A colleague who opens it sees the same list you did.
• Switching lists starts fresh, with the picker. The days you want for flights are rarely the days you want for hotels.
• Each list remembers its dates for 10 minutes. Come back to a list within 10 minutes of leaving it — after clicking the wrong tab, say — and it opens on the days you left it on. After that, it asks again. This is kept in your browser only, and applies when you open Lists from the menu too.

A booking matches on the day it starts. A hotel stay from 27 August to 2 September appears when the 27th is in your dates, not when only the 30th is.

Bookings with no date

Some bookings carry no date — insurance, a service fee, a flight still waiting for its times, or anything whose product is set to show no dates. A list places these by their order's date instead: they appear when the order's start date is in your dates, or, for an order with no start date, the day the order was made. An undated flight on a trip leaving on 4 November therefore shows up alongside that trip's other bookings, in any list whose dates include 4 November.

With a Date grouping level they collect in a No date group at the end; without one, they sit at the end of their group. Either way, they show which bookings still need a date before the list goes to a supplier.

To leave them off a list altogether, set the No date chip to Leave out and save. A list sent to a supplier with them left out says so in the send dialog.

Filters

Filters appear as chips in the bar above the table. Three are always present: Starts, the date window; Types; and No date, whether bookings with no date are on the list. The No date choice is saved with the list and stays when you clear the other filters.

Product types

The Types chip sets which product types the list covers. Tick as many as you need — a run sheet can mix flights, accommodation and tickets in one list. With no types ticked, the list covers every type. The types are saved with the list.

The column picker offers every column whatever the types. A cell stays blank where its column does not apply, such as a seat reference on a hotel row.

Optional filters

Click the + button to add more filters:

Click the red X button to clear all optional filters at once. The dates and the product types are unaffected.

View controls

The view bar lets you shape how the data is displayed.

Row grain

A toggle that switches between two modes:

• Per booking — one row per booking (one row per room, per ticket, per rental car). Best for rooming lists. Shows aggregate columns like participant names (comma-separated) and participant count.
• Per participant — one row per individual passenger or guest. Best for passenger manifests. Shows individual columns like participant name, type, and seat reference.

A booking with no participants still shows one row so it cannot silently vanish from a manifest.

Grouping

Click Group by to stack up to three grouping levels, outermost first — for example Trip › Product › Variant, or Order › Booking. Drag a level to reorder it, click X to remove it, and pick from Add a level to add one. With no levels the list is a flat table. Each level can be used once per list.

The rows stay bookings or participants whatever the grouping: the groups sit above them.

Booking and Participant are offered only with Per participant rows. Switching to Per booking removes them from the grouping and tells you so; Discard my changes brings them back.

Each level reads in its own order: dates in time order, everything else A to Z. A booking with no value at a level goes in a group at the end of that level named for what it is missing: No trip, No variant, No supplier.

Under Date, a booking that shows only a date heads its day, ahead of that day's timed bookings. A list mixing hotels and flights can therefore show a day header followed by several timed headers for the same day.

Each group gets one header that names it at every level, separated by slashes: with Product › Variant › Date, each departure is headed something like Activity / Economy Light / 12.10.2026 07:35, with its rows beneath. Headers show only the groups' names — not the levels', and not a client, a departure or a date range beside them; the Group by control says which level is which. Every header shows its group's passenger and booking counts. Click the chevron on a header to collapse or expand it. The collapse/expand button in the view bar starts every group collapsed or open. Collapsed is the quick way to read counts across many groups.

A group shows its first rows and offers the rest behind a Show more link.

Sorting

Choose a column to sort by from the Sort dropdown. Only columns currently shown on the list appear in the menu. Toggle ascending or descending with the arrow button next to it. Blank cells always sort to the bottom.

Totals

Toggle the Totals switch to show or hide the counts (passengers, bookings, trips) on every group header. A traveler on two bookings in the same group counts once.

Columns

Click Columns to open the column picker. The popover has two sections:

Shown columns — the columns currently on the list, in display order. Drag the grip handle to reorder. Click X to remove a column.

Column catalogue — all available columns organized by category (Booking, Order, Client, Participant, etc.). Tick a column to add it to the end of the shown list. Columns that do not apply to the current row grain are hidden automatically.

Column formats

Name, date and identifier columns offer display formats, shown as selectable chips under the column once it is ticked on. Each chip shows what it produces, so you can see the shape before you pick it.

You can add several formats of the same column at once — for example, both the readable name and the GDS name, as two separate columns. The header names the format it is in, so a file always says which convention it uses.

Name formats

Date formats

Offered on Participant DOB and Client DOB.

Identifier formats

Offered on Participant ID and Client ID. Both need the workspace to have declared what its identifiers hold, under Settings › Workspace › Booking Fields; without that, the column is written exactly as entered.

An identifier this does not recognise — a passport number, a foreign ID, a reference from your own system — is always carried through untouched rather than edited into shape.

Identifier columns, Passport Number, and the six-digit date format are written quoted, so a leading zero is kept in the CSV file itself. A spreadsheet opening the file directly can still read these columns as numbers and drop the zero, so import them as text. Passport Number is otherwise written exactly as entered.

A cell a spreadsheet would run as a formula — one starting with =, +, - or @ that holds more than plain numbers, such as a name typed as =HYPERLINK(...) — is written with a leading apostrophe, so it opens as text. Negative amounts and phone numbers like +354 555 1234 are left as they are.

Filling a missing date of birth from the ID

If your workspace records Icelandic kennitölur in the Unique Id field, set Unique Id holds to Icelandic kennitala under Settings › Workspace › Booking Fields. Lists and exports will then fill a blank date of birth from the identifier, which states one.

This only ever fills a blank. A date somebody entered is never replaced, nothing is written back to the participant, and an identifier that is a company's, that fails its check digit, or that is not a kennitala at all leaves the cell blank as before.

Note that turning this on changes what your lists produce for past bookings as well as future ones: dates of birth appear in files that were previously blank.

Source badges

Every row carries a small badge indicating where the booking data comes from:

In grouped view, the group header shows the shallowest source among its members. Individual rows show a badge only when their source differs from the group header.

Common tasks

Creating a new list

1. Click the + tab at the end of the tab bar.
2. The new list opens on the date picker. It covers every product type until you narrow it.
3. Pick the product types in the Types chip.
4. Adjust the other filters, columns, grouping, and row grain to suit your needs.
5. Click Save in the view bar to store the configuration for everyone who can see the list. The dates are not saved.

For example, a daily run sheet: tick Flight, Accommodation and Ticket, choose Per booking rows, and group by Date › Product type › Product. Hotel check-ins head each day, followed by each departure or event time in order.

Exporting as CSV

1. Set the filters and view to show the data you need.
2. Click the download button in the view bar.
3. The CSV downloads immediately, named {list-name}-{date}.csv.

The file is flat — one line per row, in the order the screen shows them, with no group header or total lines — so a supplier can sort, filter and import it. If the list is grouped, the file starts with one column for each grouping level, filled on every line with the group that line sits under. A level gets no column of its own when the list already shows the same value in one of its columns, such as Order Code for the Order level.

Downloading a single group

When the list is grouped, every group header carries its own download button. Clicking it downloads only that group. The file is named after the group at every level — {list-name}-{product}-{date-group}-{date}.csv for a list grouped by Product › Date — so several groups downloaded in a row stay apart on disk.

The file always holds the whole group, not the rows currently on screen: the download ignores the Show more cap. Everything else — the dates, the filters, the columns, the row grain — is whatever the list is set to.

Emailing a list to a supplier

1. Set the filters to show exactly what the supplier needs.
2. Click the send button to open the delivery dialog.
3. The dialog shows a summary of what will be sent: the list name, the dates and product types, row counts, column count, and format.
4. Enter the supplier's email address.
5. Optionally add a message (e.g., "Manifest for FI 340 on 28.08, three groups. Please confirm the seat map.").
6. Click Queue delivery.

The dates, filters and view are frozen at send time — editing the list afterward does not change what the supplier receives. The CSV is the same flat file a download produces, generated, uploaded, and emailed as an attachment.

Resetting a pre-built list

1. Open the pre-built list (Flights or Accommodations).
2. Click the three-dot menu and select Reset to default.
3. Review the confirmation dialog — it shows what changes and warns that this affects everyone who can see the list.
4. Confirm to restore the original configuration.

Saving as a new list

1. Set up the filters and view configuration you want to keep.
2. Click the three-dot menu and select Save as new list.
3. Enter a name for the new list.
4. The new list appears as a separate tab with your current configuration. Only you can see it until you add people or make it visible to everyone.

This is useful for keeping a recurring variant (e.g., a manifest with extra columns for a specific airline) without disturbing the standard list.

How it connects

• Inventory — Lists pull booking data from inventory products. The INV source badge means the booking resolves to an inventory product with validated dates and capacity.
• Trips — Bookings made through trips appear on lists with the TRI source badge. The trip name and departure date appear on Trip group headers.
• Orders — Click any order code in the list to open the order's bookings page. The order's confirmed bookings feed the list.
• Data > Suppliers — Lists can be delivered directly to supplier email addresses. The supplier filter lets you narrow a list to one supplier's bookings.
• Data > Segments — Segment scoping controls which bookings non-admin users see on lists.
• Inventory > Occupancy — A booking on an occupancy time slot starts when its slot does, which is what the dates and the Date grouping level read.