Group travel tracker template (team travel itinerary and arrivals manifest)

A group travel tracker is the master sheet for getting a team to an offsite and home again: one row per traveler with flights and status, an arrivals and departures manifest by time, and transfer groups for the airport runs. It is what the organizer, the travel agent and the transfer company all work from. Below is a free group travel itinerary template for company offsites, with a transfer plan and a status checklist.

Group travel tracker template

Keep this sheet internal. Attendees get their own details in the itinerary.

Rather not fill this in yourself? Offsiteio plans the whole offsite and sends you a free itemized proposal in days.

How to use this group travel tracker

1. Set the arrival and departure windows first (for example, land between 10:00 and 14:00 on day 1) and put them in the travel policy.
2. Fill the traveler rows from your registration form, using names exactly as on IDs.
3. Track status per row: requested, booked, ticketed. Chase anyone still "requested" a week before the booking deadline.
4. Sort by arrival time and group flights into transfer windows, typically one pickup per cluster of landings.
5. Send the transfer plan to the transfer company and the greeter, and share a view-only copy with the travel agent if you use one.
6. On travel days, check flight status in the morning and adjust transfer groups for delays.

Example: arrivals for a Panama City retreat

An illustrative arrivals plan for 24 travelers from four US cities flying into Panama City, a destination Offsiteio has planned offsites in.

Five travel policy decisions to make before anyone books

• Who books: the company centrally, a travel agent, or each traveler under a policy.
• Arrival and departure windows: the earliest and latest times people should land and leave.
• Class and budget: economy or above, and any cap per person or per route.
• Extensions: whether people may arrive early or stay on, and who pays for extra nights.
• Changes: who approves changes after ticketing and who pays change fees.

Common group travel mistakes

• No arrival window. Without one, people land across a whole day and transfers multiply.
• Names that don't match IDs. Name corrections on tickets can be expensive or impossible.
• Tracking status in email threads. One row per traveler with a status column ends the "did you book yet?" chase.
• Forgetting entry rules. On international trips, check visas and passport validity for every nationality, not just yours.
• No plan for delays. Decide in advance how late arrivals get to the hotel and who they call.

More on moving groups: the business group travel guide.

Want it planned for you?

Group travel is the part of an offsite with the most moving pieces. Offsiteio plans team offsites and company retreats end to end. We book lodging, meeting space, food, activities, transfers and even swag in 35+ destinations. Trips start from about $999 per person depending on destination, with flights quoted separately. Every trip comes with 24/7 remote support, and you can add an optional on-site coordinator.

“They have facilitated my company’s offsites for the last 2 years.” Amira A., Google review

IATA-certified travel partner · 5.0 on Google (17 reviews)

Get a free itemized proposal in days

Related

• Rooming list template
• Run of show template
• Best group travel booking platforms
• Offsite location finder
• Corporate retreat cost

FAQ

What is a group travel itinerary?

It is the master record of how every traveler in a group gets to and from a destination: flights, arrival and departure times, ground transfers, booking status and special needs, kept in one sheet the organizer and suppliers can work from.

How do I track flights for a team offsite?

Use one row per traveler with outbound and return flights, local arrival and departure times, who booked, booking status and transfer group. Sort by arrival time to plan airport transfers.

Should the company book flights for an offsite?

Central booking gives you control over arrival windows and costs, but takes more work. Self-booking under a clear policy is simpler for small teams. Either way, set an arrival window and collect flight details in the tracker. Offsiteio quotes flights separately from the trip.

How do I plan airport transfers for a group?

Group flights that land close together into one pickup, size the vehicle to the group, give the driver the flight numbers and the greeter the names, and keep a taxi or ride option for late arrivals.

Can I use this as a group travel itinerary template in Google Sheets?

Yes. Download the CSV files and import them as tabs in Google Sheets or Excel. Add a dropdown for booking status and filter views by transfer group.