Split your group into buses or groups

1. 1
   Step 1

   Open Groupings

   Tap Admin 1 at the bottom of the screen, then Groupings 2 under Group.

   The Groupings page lists the groupings you've made, with New grouping at the bottom. Its first row, Check in the whole group, is a roll call for everyone: see Check everyone in.

   Chaperones you've made admins see Groupings too, and your Tour Director has it in their own app: any of you can make and change groupings. Visitors can't.

   

2. 2
   Step 2

   Make a grouping

   Tap New grouping. Give it a Name 1, like Buses, and choose How many groups? 2. You can add or remove groups later.

   Under When do travelers see it?, pick one:

   • Automatically: all day on the day you attach it to, or between a start and an end time you set.
   • Show now: from now until you change it.
   • Hidden 3: while you work on it. Nobody sees it until you show it.

   Then tap Create 4.

   Attach, under On the itinerary, ties the grouping to a day or a visit, like your museum entry. Set to Automatically, it then shows all that day, and travelers also see their group on that day's plan. Start and end times follow the clock where the tour is, wherever you are when you set them.

   

3. 3
   Step 3

   Put everyone in a group

   Your new grouping opens with everyone Not placed. Start with the fast ways:

   • Split evenly 1 shares everyone not placed yet across the groups you tick, by last name, so families mostly stay together.
   • Assign the rest 2 puts everyone not placed yet into one group you pick.
   • Select all 3, or tap names one at a time, then tap a group's button at the bottom 4. Group there adds another group.

   To work on part of the group, filter first: by Age, by Who (travelers, or leaders and chaperones), Not placed or one group. After each change, Undo shows beside the buttons for 20 seconds.

   On a computer, the groups sit beside the list as cards, and you can drag names onto them.

   

4. 4
   Step 4

   Name the groups

   With nobody selected, tap a group's button, like A, then the pencil beside its name.

   • Letter or number is what shows big on your travelers' screens. The colors are set for you.
   • Label (optional) 1 is what people look for, like Bus 1, Jack's group or 10:30 group.
   • Seats or tickets (optional) 2 is how many fit. The group's button counts up to it.

   Tap Save 3.

   Tapping a group's button with nobody selected also offers Assign the rest here, Clear this group and a way to remove the group. Once people are in it, there's Check in too, and on a phone See on the Live Map, which shows just that group's people.

   

5. 5
   Step 5

   Show it, then send it

   Travelers see their group only while the grouping is showing. The bar at the top says which: Hidden from travelers, with a Show now button, or Showing now 1. Beside it is how many people are placed 2.

   Showing it doesn't notify anyone: travelers see their group the next time they look at PassportsGo. To tell them now, tap Send 3. It's there only while the grouping is showing.

   While a grouping is showing, your own Home has a row for it, like "Buses is showing". Tap it to come straight back to this page.

   

6. 6
   Step 6

   Choose who gets it

   Every group is ticked 1. Untick any that aren't ready: you can send the 10:30 group at 10:30 and the 10:45 group at 10:45.

   The sheet also names who it won't reach 2: people in these groups who aren't on the app, and anyone who isn't in any group. Tap a line for the names, and tell those people in person.

   Tap Send to 12 people 3. Each person gets a notification with their own group, like "Group A · Bus 1", and if the app is open, their group fills the screen.

   

7. 7
   Step 7

   See what travelers see

   While the grouping is showing, everyone you've placed has a card on Home in their group's color 1: the big letter, the grouping's name, the group and its label. Each grouping that's showing gets its own card: here Emma also has her entry time for today's Colosseum visit.

   Tapping the card fills the screen with their group, big enough to hold up at the bus door, with Close to go back. Travelers see only their own group, never who else is in it.

   A grouping attached to a day or a visit also shows each traveler's group as a colored chip on that day's plan, on the Tour tab and in today's plan on Home.

   

8. 8
   Step 8

   Print the bus list

   On the grouping's page, tap the report icon at the top, the first of the three. Report counts each group and lists who's in it, leaders first, by last name.

   Split each group by 1 breaks each group down by another grouping, like who has which museum time on each bus.

   Tap the printer 2 for a page to print: choose Letter or A4, add a line across the top if you like ("Please ride your assigned bus all day."), then tap Print, or Share on a phone (Download on a computer).

   

Screens show a sample family and tour — your names, dates and amounts will differ. Checked against the app November 10, 2026.