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XaPOS Module

Guest Manifest

Voyage-aware guest management from embarkation to disembarkation. Import lists, assign cabins, track movement, and print QR cards.

← Back to XaPOS

How the Guest Manifest Works

The manifest is the central source of truth for everyone on board. It links guests to voyages, cabins, folios, gangway events, and POS charges.

🚢 Voyage Management

Each sailing is stored as a voyage with start/end dates and an active flag. One voyage is marked active at a time, so POS, gangway, and reporting always target the correct guest list. Old voyages can be archived and later restored if needed.

📥 Guest Import

Guests can be imported by CSV or synced from an optional 3rd party PMS. The import captures cabin number, first/last name, folio ID, and raw name. Duplicate detection prevents the same folio from being loaded twice.

🛏️ Cabin Assignment

Each guest is tied to a cabin. Cabins are managed independently and can hold multiple guests. The manifest shows headcount per cabin and supports manual cabin changes with full audit logging.

✅ Check-In / Check-Out

Guests have a status (checked_in, checked_out, etc.). Status drives QR-card printing, POS lookup, and gangway alerts. Bulk status changes are available for large groups.

QR Cards & Identification

Every checked-in guest receives a durable, Avery-compatible QR card that serves as their ID for the entire voyage.

Card Format

Each card displays vessel branding, voyage lines, guest name, cabin, and a QR code. The QR payload contains the guest name, cabin, and folio UUID.

Special Characters

Names with accents and ligatures are automatically transliterated to ASCII in the QR payload, ensuring the code always renders reliably.

Scanning

POS stations and gangway scanners read the QR code, extract the folio UUID, and instantly identify the guest without typing.

Layout: 10 Cards per A4 Sheet

The generator uses a 5×2 grid of 50 mm × 80 mm cards, matching Avery 80×50-R rotated labels for standard laser printers.

Gangway Integration

The guest manifest feeds directly into the gangway log. Each scan records who boarded or left, when, and by which method.

📷 Scan Methods

Guests can be scanned by QR code, RFID, or manual selection. The last movement direction determines whether the next scan is an embark or disembark.

⚠️ Alerts

The system warns if a guest is already on board and tries to embark again, or if an unrecognised pass is scanned. Security staff see the alert immediately.

📊 Headcounts

Real-time counts of guests aboard and ashore are shown on the manifest dashboard. Reports can be exported by voyage or date range.

🔄 Bulk Move

In an emergency or muster drill, all guests can be moved ashore or aboard in one action, with each movement logged individually for the audit trail.

Explore the next module

Crew Manifest → Point of Sale Housekeeping