---
title: "COMING SOON: How-to: Charge for Transfers outside Included Transfer Windows"
description: Transfer Allocation managed for arrival and departure windows, to ensure no one is left without a pickup.
---

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# COMING SOON: How-to: Charge for Transfers outside Included Transfer Windows

## TODO

**NEED THIS FEATURE? **

Now included in GROW Annual - [upgrade today.](https://youli.io/account/billingsetup)

[Contact Sales for Enterprise pricing based on the size of your team.](https://support.youli.io/how-to-request-contact-from-sales-or-account-manager?hsLang=en)

**Do you use spreadsheets to group people into arrival and departure transfers based on their arrival and departure flights and always worry that you haven't accounted for everyone?**

This article assumes you have a Transfer Window

Learn more about Transfer Windows

**TODO - complete this article explaining why the invoice add-on will appear.**

Select a Transfer Type to link this to the Flight data you are collecting via Forms.

- Arrival
- Departure

![transfer item arrival window example](https://support.youli.io/hs-fs/hubfs/Platform%20Screenshots/transfer%20item%20arrival%20window%20example.png?width=670&height=481&name=transfer%20item%20arrival%20window%20example.png)

The name and Transfer Window date and times will show on the Trip Page Itinerary (and you still have the option to "Also show on Highlights").

Typically a tour will have an included Transfer Window, so we recommend using that time range. Then you can charge for special transfers that fall outside that window.

You can then manage Transfer allocation and know exactly when you're ready to lock your Transfers and export the allocations to send to the supplier that does the actual pickups.

![Screenshot 2026-03-03 at 12.04.11 pm](https://support.youli.io/hs-fs/hubfs/Platform%20Screenshots/Screenshot%202026-03-03%20at%2012.04.11%20pm.png?width=670&height=416&name=Screenshot%202026-03-03%20at%2012.04.11%20pm.png)

- Colored Indicator

We’ve released the ability to allocate people to Transfers, similar to allocation blocks, and to link transfers to the flight data collected through Tasks & Forms.

We’re now also displaying a colored indicator to help you quickly see who is arriving or departing within the transfer window, or outside of it.

![](https://support.youli.io/hs-fs/hubfs/Platform%20Screenshots/transfer%20window%20green%20and%20orange.png?width=400&height=278&name=transfer%20window%20green%20and%20orange.png)

### How to Link Flight Information to Transfer Windows

 When creating the Flight task form to collect flight information, make sure the API Field Names set for the matching form fields are:

- For Arrival flights: 
    - **ARRIVAL\_DATE\_TIME**
      
          - NOTE: this must be a Date + Time picker
    - **ARRIVAL\_AIRPORT\_CODE**
    - **ARRIVAL\_AIRLINE\_CODE**
    - **ARRIVAL\_FLIGHT\_NUMBER**
- For Departure flights:
  
    - **DEPARTURE\_DATE\_TIME**
      
          - NOTE: this must be a Date + Time picker
    - **DEPARTURE\_AIRPORT\_CODE**
    - **DEPARTURE\_AIRLINE\_CODE**
    - **DEPARTURE\_FLIGHT\_NUMBER**

When done correctly, the flight information will appear in the allocation popup to assist you in allocating people to the right transfer.

### Export File Format

When clicking to export, the downloaded file will include these columns. 

- **Transfer**
  
    - The label for this Transfer block
- **Full Name of Traveler**
  
    - Full name using the account preference for format - this could be first name first or last name first
- **Flight PNR**
  
    - API Field Name: **PNR\_RECORD\_LOCATOR**
- **Phone Number**
  
    - From the Profile and Registration Form
- **Planner Note for this Traveler**
  
    - HTML formatting will be removed
- If the Transfer Type is "Arrival", these field values are included:
  
    - **ARRIVAL\_DATE\_TIME**
    - **ARRIVAL\_AIRPORT\_CODE**
    - **ARRIVAL\_AIRLINE\_CODE**
    - **ARRIVAL\_FLIGHT\_NUMBER**
- If the Transfer Type is "Departure" , these field values are included:
  
    - **DEPARTURE\_DATE\_TIME**
    - **DEPARTURE\_AIRPORT\_CODE**
    - **DEPARTURE\_AIRLINE\_CODE**
    - **DEPARTURE\_FLIGHT\_NUMBER**

### Who can Manage Transfers?

#### 1. Team Members

- [Team Members](https://support.youli.io/360001314975-team-roles-trip-planners-collaboration?hsLang=en) can "+ADD TRANSFER" (green button) by naming the room blocks ![](https://support.youli.io/hs-fs/hubfs/image-png-Aug-22-2025-09-10-52-8744-PM.png?width=185&height=82&name=image-png-Aug-22-2025-09-10-52-8744-PM.png)
- Only Team Members can "EDIT BLOCK" (black button); Custom Roles typically do not have the access.  
  ![Screenshot 2026-03-03 at 12.03.54 pm](https://support.youli.io/hs-fs/hubfs/Platform%20Screenshots/Screenshot%202026-03-03%20at%2012.03.54%20pm.png?width=670&height=143&name=Screenshot%202026-03-03%20at%2012.03.54%20pm.png)

#### 2. Custom Roles with limited access 

- - You can purchase a role that can *only* "ALLOCATE PEOPLE" (green button) and in the popup window: search, select Traveler names and "ALLOCATE" (red button) them into to the transfer

#### ![allocate people on transfer green box](https://support.youli.io/hs-fs/hubfs/Platform%20Screenshots/allocate%20people%20on%20transfer%20green%20box.png?width=670&height=143&name=allocate%20people%20on%20transfer%20green%20box.png)

![Screenshot 2026-03-03 at 12.06.05 pm](https://support.youli.io/hs-fs/hubfs/Platform%20Screenshots/Screenshot%202026-03-03%20at%2012.06.05%20pm.png?width=670&height=633&name=Screenshot%202026-03-03%20at%2012.06.05%20pm.png)

**NOTE:** How this interacts with Co-Planners, Custom Roles or other Group Leader type roles: 

If you want these roles to **ONLY have access to Transfers,** then it's included in the cost of this feature.

If you want these roles to have access to MORE than just Transfers, then there is an extra fee for that -- see #3 below -- Custom Role.

#### 3. Custom Roles (purchase required if desired)

If you want some users to be able to access ONLY this feature, and you *don't want to pay full* Team Member user seat licenses for them, then [Custom Role](https://support.youli.io/migrated/creating-a-limited-analyst-user-with-youli-role-based-access-control-rbac?hsLang=en) is your best choice. 

You will need to define what you want them to see, access, and edit in YouLi.

**[Contact us](https://support.youli.io/how-to-request-contact-from-sales-or-account-manager?hsLang=en) if you want to purchase a set of Custom Roles.**

---

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