The trip sheet has one job: put the day's dive groups onto boats. Groups are built on Dive Groups; here you arrange them onto the day's boats, pool and classroom sessions, then publish and print. Divers always reach a boat as part of a group — there's no individual diver placement.
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 dates are on the card. The header counts how many are placed (e.g. "2/3 placed"). Course groups stay here until they're 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.
- Activity outing groups appear here too — the ones you built on the Activities tab. You see this day's outing groups plus any earlier ones that were never placed, flagged Overdue so nothing is ever hidden by date. Place a group on a boat and, once the sheet is published, that group dissolves on its own and each diver's wallet ticks up back on the Activities tab. (Only groups with at least one diver show — an empty group has nothing to place.)
- When every diver in a course 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.
- No "Divers without a group" list. The trip sheet no longer places individual divers — everyone reaches a boat inside a group. Build an outing group for fun divers on the Activities tab (a guide + a date + the divers), then place that group here. Course students come with their course group. This is what keeps the pay right: because every placement carries its group, a shared group's commission split always applies.
- Multi-day fun-dive packages — put the diver in an outing group for each day they dive (on the Activities tab you can add one diver to several groups). Their dive wallet — "3 of 7 dives used · 4 left", counted from published sheets — lives on the Activities tab now, next to their name and on their booking. It counts open-water dives only (pool sessions don't count) and appears once the package's service has its planned dives set (Settings → Dive Menu / Services).
- The board is one column per location (boat, pool, shore, classroom) showing its time slot, dive sites, departure time, boatmaster and a head count (everyone on the boat) 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.
- Each person shows once per boat. The trip sheet is your boat manifest, so a diver can only be on a boat once — even if they're doing two things that day. If you place a group and everyone in it is already on that boat, the trip sheet won't add them again: it tells you "Already on this boat: …" and doesn't create an empty group. If some are already aboard and some aren't, it places the new ones and notes how many it skipped. To put a different person on the boat (for example a customer's child joining), add them as their own customer first, then place them — that keeps your headcount right.
- Change a group's guide for that day right on its card on the board: the leader's name at the top of the group is a dropdown — pick a different guide and it saves straight away (no need to open the group). This is how you give a multi-day package diver a different guide each day — each day is its own group, so each can have its own guide. (You can also change it via the group's pencil (Edit) → Instructor / Guide.) It sets who leads on the boat that day; it doesn't change the booking's instructor or commission. If that group has a pay split set on the Activities tab, a note reminds you that changing the guide here changes the sheet, not the pay — adjust the split on the Activities tab.
- Use a group's + Add to group (or the + Add to group button at the bottom of the panel, where you pick the group in the box) to put anyone on the boat. One button — the box then asks who it is and searches the right list:
- Diving customer — searches your customers. Their dives count toward their course or package; if they have exactly one open course booking it links automatically (otherwise set it later with Counts toward).
- Staff — searches your whole team (the boat captain, a second instructor, crew, office helping out).
- Guest — just type a name, for a non-paying friend joining a dive.
- (DMTs aren't added here — they have their own DMTs list at the bottom of each boat column; see DMT boat sign-up below.)
- Everyone but a diving customer is added with a small Staff / Guest badge next to their name. The same staff member can't be added to one group twice.
- What counts toward the boat capacity: everyone on the boat — customers, the instructors leading the groups, DMTs, and any staff or guests — counts as one head against the boat's capacity, and turns the count amber (from 80%) or red (at/over the limit). The count reads e.g. 21/50 (twenty-one people on a 50-place boat). Hover it for the breakdown. (The boat's own crew/boatmaster isn't counted.)
- Per-boat DMT limit: a boat can set a Max DMTs (in Trip sheet settings → DMT, or per trip 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.
- Your own location types: if your centre runs a trip that isn't a boat, pool, shore or classroom (say a lake or a mountain site), press + New type in the location row, give it a name, and tick which extra fields it should show — Dive sites, Boatmaster and/or Max DMTs. It saves as its own button so you can pick it again on any future trip. Every custom type always has a time slot, departure time, number of dives (this feeds the course dive counter) and max capacity. Edit, rename or remove a type any time under Trip sheet settings → General → Custom locations — Edit lets you change its name and which extra fields it shows; Delete removes it (you can't delete one while a trip is still using it).
- 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, across three tabs — General (kit bag numbers — shows or hides the kit bag column for everyone at your centre, on the board and the printout; pool session every day; and Boat departure times — the default departure time for Morning / Afternoon / Night, used to pre-fill + Add Location and shown on Dive Schedule's column headers; change one and press Save), Print (which sections print on the boat sheet plus the document title and footer) and DMT (the DMT boat sign-up toggle, the Sign up directly / Request & approve choice, and a DMT places-per-boat cap). 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. A DMT signs up to a boat (not under an instructor), and everyone sees them in a short DMTs list at the bottom of that boat's column.
Turn it on and choose how it works in More → Trip sheet settings → DMT:
- Enable DMT boat sign-up — the master toggle. Off hides the whole feature: no DMTs list on the board and no DMT Sign-ups menu item.
- Sign up directly — DMTs add themselves to a boat directly, from their own My Trip Sheet or the Trip Sheet Sign-up 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 is told to ask reception.
- Request & approve — DMTs request a place; someone with permission approves (or declines) it.
Approving requests. In Request & approve mode, requests show in two places: a DMT sign-ups awaiting approval strip at the top of the trip sheet (hidden when there are none), and a permanent DMT Sign-ups page nested under Trip Sheet. Each row names the DMT and the boat; press Approve — they go straight onto that boat's DMTs list — or Decline. Who can approve, and see the DMT Sign-ups page, is set by the DMT Sign-ups permission in Settings → Roles & Permissions (under Trip Sheet); out of the box, owners, managers, office, reception and lead instructors can.
Adding or removing a DMT yourself. On the board, each boat column has a + Add a DMT picker (it lists team members whose role is DMT) and a small ✕ to take one off. To list someone as a DMT, set their role to DMT on their Team profile.
A DMT can back out of their own sign-up at any time — Withdraw a request that's still pending, or Cancel a place that's already approved.
Capacity. A DMT takes a place on the boat, so they count toward the boat's headcount and any Max DMTs limit — enforced however the DMT got on.
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.
- Publishing warns you about anyone left off a boat. If someone diving that day is in a group on the sheet but has no boat place, the Publish confirmation names them before you lock the day — add them to the boat first, or their pay waits under Commissions → Held until you do.
- Unpublishing parks that day's pay. Publishing is what makes the day's dives count towards pay, so while a sheet sits unpublished its pay records wait under Finance → Commissions → Held. Nothing is deleted — publish the sheet again and they return to review on their own. Removing a group from a boat is only possible while the sheet is unpublished.
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. Staff and guests appear in the roster too, tagged (Staff) / (Guest) in place of a cert; DMTs print in their own DMTs band at the foot of the roster. All are 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.
- Requested buddies and prep notes print automatically. If a diver has a keep-together / buddy tag on their booking, it prints in square brackets after their name (for example Anna Lee [Smith party]) so a group reads together on the sheet. Any board note on the booking — the free-text line where you jot things like "15L tank, nitrox, veg lunch" — prints as a small line under the diver's name. A long note is shortened to keep the roster on one page, so keep the key words first.
Under-18 divers
- A diver who is under 18 on the day of the trip shows a violet U18 badge beside their name on the board, and a bold U18·15 after their certification on the printed roster, so the boatmaster and the guide can see it on the boat and not just on a screen back at the shop.
- The age is printed as well as the fact, because it changes the depth a young diver is allowed to and how closely they must be supervised.
- The badge needs the diver's date of birth on their customer record. A diver with no date of birth on file shows no badge — that means "we don't know", not "they're an adult". Staff, guests and DMTs never carry it.
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.