Reports and traveller lists
Money in by month, bookings by trip, where travellers go and how they pay, and the list of everyone on a departure with their details, ready to download or print.
Reference3 min read
Everyone with access to Travel Orbit can read reports and traveller lists.
Reports
Reports starts with six totals: Bookings to come, with the number of travellers; Received, last 30 days; Refunded, last 30 days; Due in the next 30 days; Still to be paid on confirmed bookings to come; and Overdue. Below them:
| Section | What it shows |
|---|---|
| Money in by month | Payments less refunds, month by month, over the last 12 months. |
| Bookings by trip | For each trip: bookings, travellers, the booked value, what was paid after refunds and what is still to pay, with a total for all trips. Only confirmed bookings count, past and to come. |
| Travellers by country | Where confirmed travellers are going, by the trip's first country. |
| How travellers pay | Payments over the last 12 months by method: card, bank transfer, cash, cheque or other. |
| Traveller lists | The next departures and how full they are. Open one to see who is travelling. |
Every section except the traveller lists has a button to download it as a CSV file. For payments due and received one by one, use Payments.
Card payments match what you see in your Stripe account. Payments recorded by hand, such as bank transfers, are only in Travel Orbit.
Totals in more than one currency
Each booking and payment is charged and refunded in its trip's own currency. Reports show every amount, and every total, in the currency you choose under Show money in in Booking settings, converted with the European Central Bank's daily rates. An organisation selling in euros and Norwegian kroner that shows money in euros sees one total, such as ≈ €12,400, with the amounts in each currency and the date of the rates under it or when you point at it.
The Money in by month chart has a tab for everything in your chosen currency and one for each currency on its own. When the bank has no rate for one of your currencies, totals are shown per currency, as they are in Stripe.
Traveller lists
Open a departure from Departures or Reports to see everyone travelling on it: one row per traveller, in the order they booked. At the top, the departure shows how many places are taken and left, dietary needs, how many rooms are needed by room or package, and what is Still to pay across the departure, in your chosen currency.
Choose what the list shows with Columns:
- Name, Booking (the reference) and Status
- Package, the room or package each traveller booked
- Dietary needs, Date of birth, Nationality and Passport, from the booking form
- Phone and Email; the lead traveller's row shows the booking's contact details if they didn't give their own
- Extras and Balance, on the lead traveller's row for the whole booking
Requests and bookings still paying are listed too, with their status, so you can see who may join. Cancelled and unfinished bookings are left out. Answers to your own questions aren't on the list; they are on each booking.
Download and print
Download CSV saves the list with the columns you chose, as a file that opens in Excel, Numbers or Google Sheets. With Balance chosen, the file has the balance in the booking's currency and in your chosen currency. Print prints the list as it is on screen. Send the list to your guide, a hotel or a bus company, with only the columns they need.
Traveller lists hold personal details, such as passport numbers. Only share them with the people who need them. See Traveller data and privacy.
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