Shuttle report

The shuttle report lists every flight arriving at or leaving from your event's airports, grouped by the time a vehicle is needed. Planners use it to arrange airport transfers. It reads the flight bookings of your travellers, so there is nothing to enter.

Read one day#

1. 1
   Open your event and choose Shuttle report.
2. 2
   Choose a day from the Dates list on the left. Each date shows how many movements it has. On a phone, press the calendar icon (Choose a date) to open the list.
3. 3
   Read the five totals across the top. Total pax shows the travellers and flights for the day, and Player, Talent, Influencer and Crew split them by role.
4. 4
   Press a time window to open it. Windows are 60 minutes wide and use the vehicle time, not the flight time. Press Expand all to open every window, or Collapse all to close them.
5. 5
   Inside a window, rows are grouped by airport. Each airport shows its number of travellers and flights, and a suggested vehicle.

app.thehapr.com/hub/…/shuttle-report

1. 1A date in the Dates list, with its number of movements.
2. 2Show only arrivals.
3. 3Refresh the bookings.
4. 4Download the report as a file.
5. 5Open the filters.
6. 6Ask the AI assistant.

Each traveller row shows the Time, Type, Name, Role, Dept/Team Name, Pick up, Drop off, Flight and PNR. The flight's own time sits under the flight number, and a small line says who booked it. Pick up or Drop off shows No info where no hotel or location is known.

app.thehapr.com/hub/…/shuttle-report

1. 1The date you chose.

The Dates list starts seven days before today. Past dates are greyed.

Show only arrivals or departures#

1. 1
   Press Arrivals or Departures at the top. Press All to see both.
2. 2
   To narrow by role, press a role total such as Crew. Press it again to clear it.

Search and filter#

1. 1
   Type in the search box to find a name, attendee ID, game, team, department, flight or booking reference.
2. 2
   Press the funnel icon (Filters) to filter by Team name, Game title, Department, Role or Traveller name. Press Done to close it, or Clear all to start again. A number on the icon shows how many filters are on.

app.thehapr.com/hub/…/shuttle-report

1. 1Clear every filter.
2. 2Close the panel and keep the filters.

Searching or filtering looks across every date, not only the one selected. The heading changes to the number of search results found, and each window is labelled with its date. If nothing matches, the report says so.

Check a possible rebooking#

When a ticket is changed, the new booking can arrive while the old one is still active, and nothing says which one is final. HAPR shows both and marks the traveller with an amber warning icon rather than guess.

1. 1
   Press the warning icon beside the name.
2. 2
   Compare the tickets side by side. Rows that differ are highlighted.
3. 3
   Confirm with the traveller or the travel agency which ticket is final before sending two vehicles.
4. 4
   Press Close to return to the report.

The comparison is advice only. It never changes a booking. Two arrivals for one person on different days usually mean a rebooking.

Check travellers who are not in the attendee list#

A small amber icon after a name means Not listed in the attendee manager. The booking is for this event, but the traveller is not in the Attendee manager. The Event overview lists the same bookings. Some events switch this marker off.

Check flight details and live status#

• The terminal comes from a published timetable. It is blank where the timetable lists none, or more than one.
• A grey unverified badge means no timetable entry was found for that flight and route. It does not mean the flight is wrong, only that it could not be confirmed.
• An amber badge with an airline name means the flight is probably a codeshare, and the operating flight is shown.
• Near flight time, a live status can appear under the flight. The statuses are En route, Landed, Cancelled, On time, Early and Delayed, with the new time where there is one.

Download the report#

1. 1
   Press Download (Download current view as CSV).
2. 2
   Open the file in a spreadsheet.

The file holds every date, not only the one on screen. It follows the All, Arrivals and Departures buttons, the role total you chose and the search box, but not the funnel Filters. Columns are vehicle date and time, flight time, type, name, attendee ID, email, role, department or team, airport, pick up, drop off, flight, terminal, flight check, status, booking reference and booked via. See Downloads and PDFs.

Share a shuttle link#

1. 1
   Press Shuttle link.
2. 2
   Paste the link into a message to your transport supplier.

The link opens this event's shuttle data only, and works for 30 days. Anyone with the link can see traveller details, so share it only with people who need it.

Ask the AI assistant#

1. 1
   Press the sparkle icon (Ask the AI assistant about this day's movements).
2. 2
   Press a suggestion, or type a question and press the send arrow. Ask about arrivals, departures, vehicles, duplicates or any traveller across the whole event.

You get 10 questions a day in your browser. The assistant is part of enterprise plans.

Good to know#

• Each row is one flight leg that lands at or leaves from one of the event's airports. A leg between two other airports never appears. If a leg you expect is missing, check the arrival airports and project codes in the event details (see The event hub).
• For an arrival, the vehicle time is the landing time plus 60 minutes. For a departure, it is the take-off time minus 150 minutes. An early flight can move the vehicle time to the night before. These buffers are the same for every event. See How the numbers work.
• Only active bookings are listed, and repeat records of the same leg are shown once.
• Suggested vehicles are 4-seater for 1 to 4 travellers, 6-seater for 5 or 6, and 11-seater for 7 to 11. More than 11 are split across several vehicles.
• The report refreshes itself every two hours. Press Refresh for the latest bookings.
• Flight times come from the booking. A blank terminal only means flight data was not available. The movement is still listed.
• Some travellers' names and booking references can be hidden by your plan. Their flights still count.
• If your access is limited to part of an event, you see only the travellers in your share, and Shuttle link is not available to you. See Roles and page access.

If something looks wrong#

• No project codes set for this event. The report cannot find any bookings. Ask your HAPR contact to add the event's project codes.
• Failed to load shuttle data. Press Refresh. If it stays, contact support.
• Flight status unavailable. Terminals and live status could not be loaded. The movements are still correct.
• Could not make or copy a shuttle link just now. Try again. Your browser may have blocked copying.
• Export is restricted for your access level. Your access does not allow downloads. Ask the event owner.
• Could not get a reply: The shuttle assistant is part of enterprise plans. Your plan does not include the assistant.
• If you see that you have used all 10 of today's questions, wait until tomorrow. The report and the download still hold the full day's data.