PassportsGo help for group leaders
Recruit your group, keep every family in the loop, and run the tour from your phone. Every guide walks through the real screens, one tap at a time.
- Getting started
- Recruiting & enrollment
- Announcements, chat & photos
- Your travelers
- On tour
Getting started
Sign in, find your way around, and switch between your tours.
Sign in to PassportsGo
Sign in with a 6-digit code sent to your email or phone — or tap the sign-in link in any PassportsGo email or text.
Use PassportsGo on your phone or computer
Everything moves into PassportsGo — the app on your phone, or passportsgo.com on a computer. What works where.
Update PassportsGo
When a new version is ready, your phone asks as the app opens; after that, the red Update tile. On a computer, refresh.
Find your way around
Red tiles need you, blue tiles are shortcuts — plus the Updates, Chat, Photos, Tour and Admin tabs.
Switch between your tours
Open the menu and load another tour from Enrolled Tours.
Turn on notifications
Choose which notifications you get — and fix a red Alerts tile on Home.
Recruiting & enrollment
Your enrollment page, your interest list, and the messages that bring families in to enroll.
How the Recruitment tab works
Your enrollment page, Tour ID and QR code, ready-to-paste messages, printed materials and your interest list — in one place.
Build your interest list
Paste names, emails and phone numbers — web sign-ups land on the list by themselves.
Message your interest list
Send an email or text with an Enroll button to everyone on your list — and see what families receive.
Open a proposal for a future tour
Proposals for future tours sit in their own list in the menu, apart from your booked tours.
Review your tour proposal
Your Tour Proposal in PassportsGo: the itinerary and what's included, your tour options and their price, your Tour ID, saving your changes, and comparing several proposals.
Announcements, chat & photos
Reach every traveler and parent at once — and keep the photo feed tidy.
Post an announcement
Post once on Updates — with photos, PDFs, links or a poll — and choose who sees it and who gets notified.
Edit a post and see who read it
Edit or delete a post, and see read counts — with the names of who hasn't read it yet.
Start and manage chats
Start a chat, add or remove members, message one family, and archive what you're done with.
Post photos and videos
Upload from your camera roll with a title and caption — and download everything after the trip.
Review and remove photos
Turn on photo review, approve or reject what travelers post, and delete a photo.
Plan an info night or parent meeting
Plan it in three steps, invite families or your interest list, and share a link or QR code. Families answer without signing in.
See who's coming and send reminders
A meeting's answers at a glance, reminders to anyone who hasn't answered, and more people to invite.
Check people in at a meeting
Check people in as they arrive, add walk-ins, show the sign-in QR code, then follow up with who came and who missed it.
See what families see
Their own RSVP page in the browser, answering in a few taps, the RSVP tile in PassportsGo, the meeting's open link, the sign-in at the door, and a canceled meeting.
Email your group
Message group on the Traveler List: pick travelers, guardians, chaperones or your interest list, write it once, preview it, send it, and see what went out.
Your travelers
The Traveler List, balances, reports, rooming — and who can help you run the group.
Check participant balances
The Financial report lists every traveler's program cost, charges, payments and balance.
Name and invite your chaperones
The Chaperones page: who leads which travelers, naming and inviting a chaperone for an open spot, and following each one through their application.
Use the Traveler List
Everyone on the tour, their app status, and each traveler's details page.
Make someone an admin
Open their Permissions, tick Admin Functions, and save — or fine-tune what they can see.
Add a visitor
Visitors follow the tour from home. Add one from the Traveler List and they get a one-tap sign-in link by email.
Run traveler, dietary and document reports
The Traveler Info, Dietary & Medical and Documents reports — and how to export a PDF.
Build your own report
Start from a template or from scratch, choose the columns and who's in it, then download Excel or PDF, copy it, or save it for next time.
Sign someone out remotely
Force a sign-out from their details page — for a lost phone or a shared device.
Review and submit your rooming list
Place travelers in rooms, check the rooming policy, and submit the list to Passports.
Choose your hotel
Compare the shortlist, see our recommendation, and choose before the due date.
On tour
Meeting points, head counts, the live map and the day-by-day itinerary.
Set a meeting point
Pick a time and put the pin on the spot. Everyone on the tour is notified, and reminded 10 minutes before.
Take a head count
Start a head count and watch the answers — and the map — fill in.
See your group on the live map
Live locations during the tour, and a nudge to refresh everyone's position.
Set a geofence
Draw a circle on the map and get an alert when a traveler steps outside it.
Read the day-by-day itinerary
The Tour tab: every day's plan, dining, flights and hotels — and a PDF to print.
Work with your Tour Director
Your Tour Director's card, chat and WhatsApp — and what they can see.
Run a City Quest
Set up a walking quest for the whole group or in teams, and print the answer key.
Get help in an emergency
The red HELP button: the local emergency number, your group's contacts and the Passports office.
Settings, your account & support
Group settings, your own record and application, your evaluation, and Passports.
Change your group settings
Location tracking, who can start chats, what your Tour Director sees, photo review — and the danger zone.
Update your own details and application
Your own record — passport, dietary needs, contacts — and your Group Leader Application.
Fill out your Group Leader Application
Five short steps in PassportsGo: about you, your address, contact, your tour, then review and sign.
Fill out your tour evaluation
Rate the tour, your Tour Director and each day's services — answers save as you go.
Ask Passports a question
Open a Helpdesk ticket about your group, a rooming list or a hotel — and follow the reply.
Get help and send feedback
The Help & Feedback page: this help center, calling or emailing Passports, sending feedback, and your app version.
Call us. A real person in Worcester picks up.
Monday to Friday, 8am to 4pm Eastern — and around the clock once your group is on tour. Or email passportsgo@passports.com.