The trip sheet has one job: put the day's dive groups onto boats. Groups are built on Dive Groups; here you arrange them (and any loose divers) onto the day's boats, pool and classroom sessions, then publish and print.
When you'd use this
- Planning and publishing the day's boats and groups.
- Checking "is everyone placed?" and "where is this diver today?".
- Briefing the team.
The page at a glance
- The sheet opens on today. Use the Today / Tomorrow buttons or the arrows to switch days — the day you're editing always shows beside the date, with a Draft / Published badge.
- The left panel holds the day's work:
- Find a diver, instructor or group… — one search across everything, including divers already placed on a boat (it shows where they are).
- Dive groups — the groups from Dive Groups, with the same look: the coloured edge is the course category, the leader's name is bold with their role badge, and the start/end dates are on the card. The header counts how many are placed (e.g. "2/3 placed"). Every group stays here until it's signed off, organised under collapsible start-date headers — Starting today, Starting tomorrow, Starting this Friday, with already-running courses under Started …. A card whose dates don't cover the selected day says Not running this day.
- When every diver in a group has completed the course's planned dives (on published sheets), the card shows "All dives complete — not signed off" with a Sign off in Dive Groups link instead of place controls. If they genuinely still need to dive (missed dives, a pool catch-up), press Place anyway to bring the place controls back.
- Divers without a group — everyone booked for the day who isn't in a dive group (fun divers, mostly). Filter with To place / All booked. The section only takes the space it needs — it folds to a single header row whenever nobody needs placing, and you can press the header to open or collapse it yourself. Divers appear here on the days their booking covers: someone starting tomorrow shows on tomorrow's sheet, not today's.
- Multi-day fun-dive packages — a diver who buys a multi-dive package (say a 7-dive package over a few days) shows up to be placed on every day their booking covers, not just day one, so you can add them to each day's boat. For this to work the package booking must have an end date (a date range that spans the days) — a booking with no end date only appears on its single booking date. Their card carries a small advisory line, "3 of 7 dives used · 4 left", that updates from the dives they've actually done on published sheets (open-water dives only — pool sessions don't count). When they've used the lot it reads "Package complete". The line is a guide only — it never stops you adding them to another dive. It only appears once the package's service has its planned dives set (Settings → Dive Menu / Services); without that number there's no total to count against, so the line stays hidden.
- The board is one column per location (boat, pool, shore, classroom) showing its time slot, dive sites, departure time, boatmaster and a diver count against capacity.
- With more than one time slot, Morning / Afternoon pills appear; the counter on the right of that row always answers "X of Y groups placed".
Building the day
- Open Trip Sheet. The day's boats seed themselves from your schedule when the sheet is first created — use More → Sync boats from Schedule to pull in later schedule changes.
- Place each dive group: drag its card onto a boat, or pick from its Place on boat… dropdown. All its divers come with it.
- Place loose divers: drag (or click-select then click) a diver from Divers without a group onto a group on a boat.
- Use a group's + Add diver to add a walk-in straight into that group, or + Add walk-in at the bottom of the panel.
- + Add someone (next to + Add diver on each group) adds a person who isn't a paying customer: a second instructor or assistant, staff or DMTs fun-diving among themselves, or a friend joining one dive as a guest. Pick Staff / DMT / Assistant and choose the team member, or pick Guest and type a name. They appear in the group with a small Staff / DMT / Assistant / Guest badge next to their name. The same staff member or DMT can't be added to one group twice.
- What counts toward the boat capacity: paying customers and DMTs each take a place (a DMT takes a slot), so both turn the count amber/red against capacity. Staff, assistants and guests are headcount-only — they're on the boat but never count toward the capacity. The count reads e.g. 8 + 1/10 (eight customers-and-DMTs against a 10-place boat, plus one other person on board).
- Per-boat DMT limit: a boat can set a Max DMTs in + Add Location / Edit (leave it blank for no cap). When set, a small DMT 2/3 badge shows next to the capacity — amber when full, red if over — and adding another DMT past the limit is refused with a message.
- Copy a group to another trip — when a group dives twice in a day (say the PM boat and a night dive), use the copy icon in the group's header and pick the other trip. The whole group and its divers are copied across in one click, so you don't re-add everyone by hand. The copy starts as a fun/extra dive that does not count toward course progress — if it genuinely is a course dive, set each diver's Counts toward to the right course. The icon only shows while the sheet is a draft and there's another trip to copy to.
- + Add Location adds a boat, pool, shore or classroom session by hand. Pool and Classroom are land sessions — no boat, dive sites or boatmaster, and dives default to 0.
- Add another run — a boat can run more than once a day (say an AM trip and a night dive). The copy icon on a boat column's header opens a new location pre-filled from that boat (same boat, dive sites, boatmaster, capacity and DMT limit) set to Night — adjust the time and sites and save. It copies the boat's setup, not its groups or divers, so you build the second run fresh.
- Switch By Location / By Instructor as you work.
Under More → Trip sheet settings a popup gathers the day-to-day settings in one place: Kit bag numbers on/off, Pool session every day (auto-adds a pool to each new day's sheet), the DMT boat sign-up mode (Off / Self sign-up / Request & approve), and which sections print on the boat sheet plus the document title and footer. The heavy checklists and emergency numbers stay on the full Edit checklists & layout → page. Add a pool session today also lives under More; the day actions (Sync, Publish, Add Location, Print) stay on the bar.
DMT boat sign-up
Divemaster trainees (DMTs) can put themselves on a boat instead of reception adding each one by hand. You choose how it works in More → Trip sheet settings → DMT boat sign-up:
- Off — only reception adds DMTs to a boat (the default).
- Self sign-up — DMTs add themselves to a boat directly, from their own My Trip Sheet page. To keep finalised plans safe, self sign-up works only on boats that aren't published yet — once you publish the day, a DMT can no longer self-add and is told to ask reception.
- Request & approve — DMTs request a place; reception approves (or declines) it.
In Request & approve mode a DMT sign-ups awaiting approval strip appears at the top of the trip sheet whenever there are pending requests (it's hidden when there are none, and only people who can edit the trip sheet see it). Each row names the DMT and the boat they asked for; pick a group to add them to and press Approve — that drops them onto the boat as a DMT — or Decline. A DMT can withdraw their own request while it's still pending. The strip updates live as requests come in.
A DMT always counts toward the boat's headcount and any Max DMTs limit, whether reception adds them or they sign up themselves — the limit is enforced either way.
Publishing
- Press Publish when the plan is ready. Staff only see a published sheet. A published sheet is locked — a banner says so — and Unpublish reopens it for edits.
Print for the boat
- Print trip sheet sits in the top bar once the day's sheet exists — you can print a draft as well as a published sheet (handy for a pre-brief copy).
- It opens a small menu: pick the boat to print (one printout = one boat), or jump to Trip sheet settings. The PDF opens in a new tab.
- Each printout is exactly two pages: the front is the boatmaster's sheet (boat, slot, departure time, dive sites, plus the hand-fill checklists), the back lists every diver grouped by their instructor or DM, with a Bag No column and blank rows for walk-ups. Non-customers appear in the roster too, tagged (Staff) / (DMT) / (Assistant) / (Guest) in place of a cert, and they're included in Persons on board. Print double-sided for one sheet.
- What appears is up to you: open Trip Sheet settings to choose which sections print, edit the checklists and set your emergency numbers.
Who sees what
- Trip Sheet — reception/managers build it here.
- My Trip Sheet — each leader sees their own published plan, read-only.
- Display Board — the public screen version.