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Transfers

Transfers represent all transportation during your trip - from flights and trains to walking between attractions. Organize It helps you track arrival, departure, and inter-destination movement.

What is a Transfer?

A Transfer is any movement from one location to another during your trip. There are two types:

  1. Main Transfers - Arrival and departure (flights, trains to/from destination)
  2. Stay Transfers - Moving between different accommodations

Main Transfers

Main transfers handle your journey to and from the trip destination.

Arrival Transfer

Your journey TO the destination at the start of the trip.

Examples: - Flight from London to Rome - Train from Paris to Barcelona - Driving from home to vacation rental

Departure Transfer

Your journey FROM the destination at the end of the trip.

Examples: - Flight from Rome back to London - Train from Barcelona to Paris - Driving from vacation rental back home

Transfer Form The transfer creation form

Creating a Main Transfer

  1. Navigate to the trip
  2. Click Add Transfer → Arrival or Departure
  3. Fill in transfer details
  4. Click Save

Main Transfer Fields

Required Fields

Transport Type - Type of transportation - Options: - Plane - Flights, air travel - Train - Rail transport - Car - Personal vehicle, rental car - Other - Bus, boat, etc.

Direction - Arrival - Coming to the destination - Departure - Leaving the destination

Start Time (Departure time) - When you depart from origin - Example: 08:00, 14:30

End Time (Arrival time) - When you arrive at destination - Example: 11:30, 18:45

Origin and Destination

For Plane and Train: - Origin Code - IATA code (plane) or station ID (train) - Example: LHR, FCO, NYP, GCT - Origin Name - Airport/station full name - Example: "London Heathrow", "Rome Fiumicino" - Destination Code - IATA code or station ID - Destination Name - Airport/station full name

For Car and Other: - Origin Location - Full address or place name - Destination Location - Full address or place name

Quick-fill suggestions

When creating a car transfer, the form shows quick-fill buttons below the destination field. For arrival transfers, suggestions come from Day 1 stays and experiences. For departure transfers, suggestions come from the last day stays and experiences. Click any button to instantly fill the address field.

Home address pre-fill

If you set a Home address in your profile, the form will automatically pre-fill the origin field (for arrivals) or destination field (for departures) with your home address.

Optional Fields

Notes - Additional details - Example: "Seat 12A. Check-in opens 24h before. Baggage: 1x23kg included."

Train Number (trains only, optional) - The train service number (e.g., "FR9619", "2822") - Used to check live train status via viaggiatreno on the day of travel - If left empty, the train status button will show the departure board for the origin station instead

Flight Number (flights only, optional) - The flight number (e.g., "BA500", "AZ610") - Used to check live flight status via FlightAware on the day of travel

Type-Specific Data (JSON field for flexibility) - Terminal details - Any other transport-specific information

Main Transfer Examples

Flight Arrival

Type: Plane
Direction: Arrival
Origin: LHR (London Heathrow)
Destination: FCO (Rome Fiumicino)
Departure Time: 08:00
Arrival Time: 11:30
Flight Number: BA500
Notes: Seat 12A. Terminal 5. Check-in online 24h before. 1x23kg baggage included.
Type-Specific Data:
  - terminal: 5

Train Arrival

Type: Train
Direction: Arrival
Origin: Gare de Lyon (Paris)
Destination: Milano Centrale (Milan)
Departure Time: 14:15
Arrival Time: 21:25
Train Number: 9426 (optional, for live status check)
Notes: Night train. Sleeper cabin #12. Platform 3.

Searching for tickets

Use the Search on Trainline and Search on Trenitalia buttons in the train form to open the respective booking sites in a new tab.

Car Departure

Type: Car
Direction: Departure
Origin Location: Piazza del Duomo 1, Florence, Italy
Destination Location: Via Roma 10, Milan, Italy (pre-filled from home address)
Departure Time: 10:00
Arrival Time: 16:00
Notes: 6-hour drive. Stop for lunch halfway.

Flight Transfer Features

Flight Status Button

Each flight transfer card shows a Flight status button in the detail view.

When is the button active?

The button is only active on the day of travel:

  • Arrival transfer → active on the trip start date
  • Departure transfer → active on the trip end date

On all other days the button is greyed out.

What does the button show?

Flight number set? Button label Opens
Yes Flight status Live status page for that specific flight on FlightAware
No Button hidden —

The redirect opens FlightAware with the specific flight number. An internet connection is required at travel time.

Train Transfer Features

Booking Search Buttons

The train transfer form includes two quick-access buttons:

These buttons are always visible in the form and open in a new tab so you don't lose your work.

Train Status Button

Each train transfer card shows a Train status (or Station departures) button in the detail view.

When is the button active?

The button is only active on the day of travel:

  • Arrival transfer → active on the trip start date
  • Departure transfer → active on the trip end date

On all other days the button is greyed out. This is intentional: live train information is only meaningful on the actual travel day.

What does the button show?

Train number set? Button label Opens
Yes Train status Live status page for that specific train on viaggiatreno
No Station departures Departure board for the origin station on viaggiatreno

The redirect uses the viaggiatreno mobile site. An internet connection is required at travel time.

Main Transfer Connections

After you arrive at your destination (airport, train station) or before departing, you need to get from/to your first/last event or accommodation. Main Transfer Connections simplify this by creating a quick link between your main transfer and your first/last destination.

What is a Main Transfer Connection?

A Main Transfer Connection is a special type of transfer that links:

  1. For Arrival: Main transfer destination → First event or stay
  2. For Departure: Last event or stay → Main transfer origin

This helps you plan the "last mile" of your arrival and the "first mile" of your departure.

When to Use Main Transfer Connections

Arrival Connection - Create when: - You need to get from airport/station to your first hotel - You want to go directly from arrival to your first activity - You need to track transport from arrival point to first destination

Departure Connection - Create when: - You need to get from your last hotel to the airport/station - Your last activity is not near the departure point - You want to plan the journey to your departure transport

Example Scenarios:

Arrival:
Rome Fiumicino Airport → Hotel Forum Roma (first stay)
- Connection: Train + Metro, 45 minutes

Departure:
Hotel Brunelleschi (last stay) → Florence SMN Station
- Connection: Walking, 15 minutes

Creating a Main Transfer Connection

  1. Navigate to the trip
  2. Ensure you have created:
  3. A main transfer (arrival or departure)
  4. At least one event or stay
  5. In the Main Transfers section, find your arrival/departure
  6. Click Add Connection button
  7. Select destination (event or stay)
  8. Choose transport mode
  9. Add optional notes
  10. Save

Main Transfer Connection Fields

Transport Mode - How you're traveling from/to the main transfer - Options: - Driving - Taxi, rental car, Uber - Walking - Short distances on foot - Bicycling - Bike, e-scooter rental - Transit - Metro, bus, train, shuttle

Notes (Optional) - Additional details about the connection - Example: "Airport Express train to Termini, then Metro Line B to Colosseo. Total: 45 min. Train every 15 min."

Main Transfer Connection Examples

Arrival - Airport to Hotel

Main Transfer: Flight BA500 (LHR → FCO)
Destination: Hotel Forum Roma (first stay)

Connection:
Transport Mode: Transit
Notes: Leonardo Express train to Roma Termini (32 min, €14).
       Metro Line B from Termini to Colosseo (8 min).
       Walk to hotel (5 min).
       Total journey: ~45 minutes
       Train runs every 15 min, 6:23 AM - 11:23 PM

Arrival - Airport to First Activity

Main Transfer: Flight AF1234 (CDG → FCO)
Destination: Colosseum Tour (first event, 2:00 PM)

Connection:
Transport Mode: Driving
Notes: Pre-booked taxi from Fiumicino to Colosseum.
       Fixed rate €48. Driver: Marco +39 123 456 7890
       Journey: ~40 minutes (traffic dependent)
       Meeting point: Arrivals Terminal 3

Departure - Hotel to Airport

Last Stay: Hotel Brunelleschi (Florence)
Main Transfer: Flight to London (departure 4:00 PM)

Connection:
Transport Mode: Walking
Notes: 15-minute walk from hotel to Firenze SMN station.
       Then taxi to airport (20 min, ~€25-30)
       Taxi stand outside main station entrance
       Allow 1 hour total for connection

Departure - Last Activity to Station

Last Event: Farewell Lunch at Trattoria Mario (12:00 PM)
Main Transfer: Train to Milan (departure 3:30 PM)

Connection:
Transport Mode: Walking
Notes: 20-minute walk from restaurant to Firenze SMN.
       Scenic route through San Lorenzo market
       Arrive station by 3:00 PM for check-in

Managing Connections

Editing a Connection: 1. Click on the connection in the Main Transfers section 2. Modify transport mode or notes 3. Save

Deleting a Connection: 1. Click Edit on the connection 2. Click Delete 3. Confirm deletion

Changing Destination: - Delete the existing connection - Create a new connection with different destination

Best Practices

For Arrival Connections:

✅ Always allow buffer time: - International flights: 90-120 min for customs + baggage - Domestic flights: 45-60 min for baggage claim - Trains: 15-30 min to exit station - Add 30% extra for delays/unfamiliarity

✅ Consider luggage: - Walking with bags? Keep it short (<15 min) - Heavy luggage? Choose taxi/Uber over public transit - Multiple bags? Pre-book transport

✅ Research transport options: - Check if airport/station shuttles available - Compare: taxi vs. public transit vs. rental car - Note operating hours (late night arrivals?)

For Departure Connections:

✅ Work backwards from departure time: 

Flight departure: 4:00 PM
Recommended arrival: 1:00 PM (3h before intl flight)
Connection duration: 45 min (hotel to airport)
Must leave hotel by: 12:15 PM (with buffer)

✅ Plan for worst case: - Traffic delays (morning/evening rush hour) - Getting lost or taking wrong turn - Waiting for taxi/transport - Add 50% buffer for departures

✅ Verify transport availability: - Does metro run early enough? - Is taxi available at that hour? - Should you pre-book?

Notes Content:

Include in connection notes: - Exact route/line numbers (Metro Line B, Bus 64) - Duration for each segment - Ticket prices - Operating hours/frequency - Backup options if primary fails - Contact numbers for pre-booked transport - Meeting points/pickup locations

Tips

Don't Overthink It

Only create connections if they require planning. If you're taking a taxi from airport to hotel, a simple note in the main transfer may be enough.

First Stay vs. First Event

Usually connect to your first stay (accommodation). Only connect to first event if you're going directly to an activity before checking in.

Use for Complex Connections

Most useful when the connection involves: - Multiple transport modes (train + metro + walk) - Pre-booking required - Specific timing constraints - Unfamiliar routes in foreign cities

Stay Transfers

Movement between different accommodations during your trip.

When to Use Stay Transfers

Create a stay transfer when: - Changing hotels mid-trip - Moving from one city to another - Switching from hotel to vacation rental

Example Scenario: 

Day 1-3: Hotel in Rome
Day 4: Travel day - Move to Florence
Day 5-7: Hotel in Florence

Add a stay transfer from Rome hotel to Florence hotel on Day 4.

Creating a Stay Transfer

  1. Navigate to the day when you're moving
  2. Click Add Transfer → Stay Transfer
  3. Select:
  4. From Stay: Current accommodation
  5. To Stay: Next accommodation
  6. Fill in details
  7. Save

Stay Transfer Fields

From Stay - The accommodation you're leaving - Auto-populated with checkout time

To Stay - The accommodation you're moving to - Auto-populated with check-in time

Transport Mode - How you're traveling - Options: - Driving - Car, taxi, rental - Walking - On foot (short distances) - Bicycling - Bike, e-scooter - Transit - Public transportation (bus, metro, train)

Departure Time (optional) - When you leave the first stay - Often matches checkout time

Arrival Time (optional) - When you reach the next stay - Should be before check-in time

Notes - Additional information - Example: "Taxi pre-booked. €50 fixed rate. Driver: Marco +39 123 456 7890"

Stay Transfer Example

From Stay: Hotel Forum Roma
To Stay: Hotel Brunelleschi (Florence)
Transport Mode: Transit
Departure Time: 11:00 (after checkout)
Arrival Time: 14:30 (before 15:00 check-in)
Notes: Train from Roma Termini to Firenze SMN.
       Freccia Rossa #9352. Booking: TRENITALIA-123456
       Metro to Termini from hotel (20 min)
       Walk from SMN to hotel (15 min)
       Total journey: ~3.5 hours

Transport Modes

Driving

  • Personal car
  • Rental car
  • Taxi/Uber/Lyft
  • Private driver

Best for: Long distances, multiple stops, heavy luggage, groups

Walking

  • On foot
  • Short distances

Best for: Nearby locations (<20 min walk), sightseeing along the way, good weather

Bicycling

  • Bicycle
  • E-bike
  • Scooter rental

Best for: Medium distances, bike-friendly cities, avoiding traffic

Transit

  • Metro/subway
  • Bus
  • Tram
  • Local trains
  • Ferry

Best for: Cities with good public transport, avoiding parking, budget-friendly

Managing Transfers

Editing a Transfer

  1. Click on the transfer
  2. Click Edit
  3. Modify fields
  4. Save

Deleting a Transfer

  1. Click on the transfer
  2. Click Delete
  3. Confirm deletion

Warning

Deleting a transfer is permanent.

Viewing on Maps

Transfers with location data appear on: - Day timeline maps - Trip overview maps - Route visualization (from → to)

Best Practices

Main Transfers Planning

✅ Always include: - Arrival and departure transfers - Departure and arrival times - Flight/train number (for live status lookup) - Check-in requirements - Baggage allowances

Example checklist: 

✓ Flight booked
✓ Flight number recorded (for FlightAware status)
✓ Seats selected
✓ Online check-in reminder (24h before)
✓ Baggage rules noted
✓ Airport parking/transport arranged

Buffer Time

Leave adequate time between:

After arrival transfer: - Customs/immigration (international): 60-90 min - Baggage claim: 30-45 min - Transport to hotel: Variable - Buffer before first event: 2-3 hours minimum

Before departure transfer: - International flights: Arrive 3 hours early - Domestic flights: Arrive 2 hours early - Trains: Arrive 30-45 min early - Last event should end: 4-5 hours before flight

Between stays: - Allow time for checkout (hotel may hold bags) - Travel time + 30% buffer - Time before check-in (store bags if early)

Notes Best Practices

For flights, include: 

Flight: BA500 (fill in the dedicated field for live status)
Departure: Terminal 5, Gate opens 1h before
Seat: 12A (window)
Baggage: 1x23kg checked, 1x10kg carry-on
Check-in: Online 24h before

For trains, include: 

Train: Freccia Rossa #9352
Train Number: 9352 (fill in the dedicated field for live status)
Platform: TBD (check 20 min before)
Seat: Coach 5, Seat 22A
Booking: TRENITALIA-123456

For stay transfers, include: 

Checkout: 11:00 (bags held by hotel until 14:00)
Transport: Pre-booked taxi, €50 fixed
Driver: Marco +39 123 456 7890
Drop-off: New hotel, Via Example 123
Arrival: ~14:30 (check-in 15:00)

Simple Transfer Planning

Don't create transfers for: - ❌ Events in the same building - ❌ Adjacent locations (<2 min walk) - ❌ Very obvious connections

Do create transfers for: - ✅ Different neighborhoods - ✅ Transport requiring tickets/booking - ✅ Routes needing specific instructions

Time Calculations

Estimating Transfer Duration

Walking: ~5 km/h (3 mph) - 1 km = ~12 minutes - 1 mile = ~20 minutes

Driving (city): ~30 km/h (20 mph) with traffic - 5 km = ~10 minutes - 3 miles = ~10 minutes

Metro/Transit: Variable - Check specific routes - Add waiting time (5-10 min) - Add walk to/from stations

Taxi/Uber: Similar to driving - Add wait time for pickup (5-15 min)

Add 30% Buffer

Always add extra time for unexpected delays, getting lost, or slow travel.

Frequently Asked Questions

Can I have multiple arrival/departure transfers?

Each trip can have one arrival and one departure transfer. If you have multiple flights (with connections), add connection details in notes.

How do I handle flight connections?

Add connection details in the notes: 

Notes: LHR → FCO (direct)
       Connection option: Change at CDG
       If delayed, backup flight: BA502 (2 hours later)

Should I add transfers for every movement?

No. Only add transfers when: - Different locations/neighborhoods - Specific transport needed - Time/route planning important

Skip for: - Same building - Adjacent locations - Obvious walking routes

How do I handle rental cars?

Pickup: 

Type: Car (Rental)
Direction: Arrival (if part of arrival)
Notes: Enterprise Rent-A-Car. Pickup at airport.
       Confirmation: ENT-123456. Full insurance included.
       Return: Day 7, same location.

Return: Include in departure transfer notes or create separate event.

Can I attach tickets/confirmations?

Currently, no direct file attachments. Options: - Add Ticket URL (car and other transfers) for e-tickets - Use trip Links section for booking pages - Store confirmation numbers in notes

How do I track multi-leg journeys?

Option 1: One transfer with detailed notes 

Notes: Multi-leg journey:
       1. Train: Rome → Florence (2h)
       2. Change in Florence (1h wait)
       3. Train: Florence → Venice (2h)
       Total: 5 hours

Option 2: Separate events for each leg (if staying overnight between)

Next: Visit the FAQ section for common questions