Trip Management

SOPHIOS provides comprehensive trip planning and tracking for yachts, jets, vehicles, and properties with multi-leg itineraries, waypoint management, and expense tracking.

Overview

Plan trips with detailed routes, track expenses, and monitor costs against estimates for any asset type.

Trip Status

Trips progress through 4 statuses:

Creating a Trip

Waypoint Types

Origin

Starting Point:

• First waypoint in trip
• Departure location
• One required per trip

Examples:

• Yacht: “Port of Monaco”
• Jet: “Nice Côte d’Azur Airport (NCE)”
• Vehicle: “Monaco Garage”
• Property: “Villa Monaco”

Stopover

Intermediate Stops:

• Between origin and destination
• Multiple stopovers allowed
• Optional arrival and departure dates

Examples:

• Yacht: “Marina di Portofino”, “Port of Capri”
• Jet: “Teterboro Airport (TEB)”
• Vehicle: “Lyon Service Station”
• Property: “Paris Apartment”

Destination

Final Stop:

• Last waypoint in trip
• Arrival location
• One required per trip

Examples:

• Yacht: “Grand Harbour Marina, Malta”
• Jet: “London Luton Airport (LTN)”
• Vehicle: “Geneva Residence”
• Property: “Chamonix Chalet”

Managing Waypoints

Adding Waypoints

Editing Waypoints

1. Click waypoint in list
2. Update fields
3. Save changes

Editable Fields:

• Name
• Arrival/departure dates
• Coordinates
• Notes

Non-Editable:

• Type (delete and recreate if type wrong)
• Trip ID

Deleting Waypoints

1. Click delete icon on waypoint
2. Confirm deletion

Restrictions:

• Cannot delete if only origin remains
• Cannot delete if only destination remains
• Must maintain minimum 2 waypoints (origin + destination)

Trip Expenses

Expense Types

Invoice-Linked Expenses:

• Link existing invoices to trip
• Pulls amount from invoice
• Links to vendor and category
• Automatic cost tracking

Manual Expenses:

• Direct expense entry
• No invoice required
• Custom description
• Optional category

Adding Expenses

Trip Cost Tracking

Cost Summary

Trip details show:

Estimated Costs:

• Estimated total cost (set at creation)
• Budget baseline

Actual Costs:

• Sum of all expenses (invoices + manual)
• Real-time calculation
• Updates as expenses added

Variance:

• Actual vs. Estimated
• Over/under budget indicator
• Percentage variance

Expense Breakdown:

• Total invoice-linked expenses
• Total manual expenses
• Number of each type
• By category distribution

Distance & Duration Tracking

Distance Units

Distance units vary by asset type:

Yachts:

• Measured in nautical miles (millas náuticas)
• Example: “250 NM”

Jets & Vehicles:

• Measured in kilometers (km)
• Example: “1,500 km”

Properties:

• Distance typically not applicable
• Can use km for distance from primary residence

Duration Tracking

Estimated Duration:

• Set at trip creation
• In days
• Planning baseline

Actual Duration:

• Can be updated during/after trip
• Calculated from start/end dates
• Or manually entered

Trip Filtering & Search

Filter Options

By Asset:

• Select specific asset
• View all trips for one asset

By Status:

• Planned
• In Progress
• Completed
• Cancelled

Search

Search trips by:

• Trip name
• Description
• Waypoint names

Sorting

• By start date (newest/oldest first)
• By status
• By actual cost
• By creation date

Trip Statistics

Dashboard Metrics

Per-Trip Metrics:

• Name and route summary
• Status badge
• Date range
• Number of waypoints
• Number of expenses
• Actual vs. estimated costs
• Distance and duration
• Number of guests

Updating Trips

Editable Fields

During Planning:

• Name, description
• Start/end dates
• Estimated costs/distance/duration
• Number of guests
• Waypoints
• Status

During/After Trip:

• Actual costs (auto-calculated from expenses)
• Actual distance
• Actual duration
• End date
• Status
• Notes

Changing Trip Status

PLANNED → IN_PROGRESS:

• Click “Start Trip”
• Confirms trip has begun

IN_PROGRESS → COMPLETED:

• Click “Complete Trip”
• Finalizes trip
• Sets actual end date
• Locks major edits

Any Status → CANCELLED:

• Click “Cancel Trip”
• Add cancellation reason
• Preserves trip data for records

Trip Details Page

Overview Section

Displays:

• Trip name
• Asset type and name
• Status badge
• Date range (start → end)
• Cost comparison (actual vs. estimated)
• Number of guests
• Distance (estimated vs. actual)
• Duration (estimated vs. actual)
• Description
• Notes

Route Display

Waypoint List:

• Sequential order
• Waypoint names
• Arrival/departure dates
• Type badges (Origin, Stopover, Destination)
• Notes for each stop

Visual Route:

• Origin → Stopover 1 → Stopover 2 → … → Destination
• Easy to scan itinerary

Tabs

Expenses Tab:

• Complete expense list
• Invoice-linked and manual expenses
• Total cost calculation
• Add expense button
• Delete expenses

Waypoints Tab:

• Detailed waypoint information
• Edit waypoint details
• Add new waypoints
• Reorder waypoints

Asset-Specific Features

Yachts

Terminology:

• Trips called “Voyages” or “Cruises”
• Waypoints are ports/marinas
• Distance in nautical miles
• Weather conditions in metadata

Common Expenses:

• Port fees
• Fuel (bunkers)
• Provisioning
• Marina fees
• Agent fees

Private Jets

Terminology:

• Trips called “Flights”
• Waypoints are airports (IATA/ICAO codes)
• Distance in kilometers
• Flight time in hours

Common Expenses:

• Landing fees
• Handling fees
• Fuel
• Catering
• Parking/hangar fees

Vehicles

Terminology:

• Trips called “Journeys” or “Transfers”
• Waypoints are cities/destinations
• Distance in kilometers
• Road conditions in metadata

Common Expenses:

• Fuel
• Tolls
• Parking
• Maintenance en route
• Accommodations

Properties

Terminology:

• Trips called “Visits” or “Stays”
• Waypoints are properties or nearby locations
• Distance from primary residence
• Stay duration in days

Common Expenses:

• Travel to property
• Provisioning
• Staff costs
• Utilities during visit
• Maintenance performed

Permissions & Access

Role-Based Trip Permissions

Best Practices

Planning

1. Plan Ahead - Create trips 30+ days in advance
2. Detailed Waypoints - Include all stopovers for accurate tracking
3. Realistic Estimates - Use historical data for cost estimates
4. Guest Count - Track for provisioning and planning

During Trip

1. Update Status - Change to “In Progress” when trip starts
2. Log Expenses Promptly - Add expenses as they occur
3. Track Actual Distance - Update during trip for accuracy
4. Note Deviations - Document route changes in notes

After Trip

1. Complete Status - Mark completed when finished
2. Final Costs - Ensure all expenses added
3. Actual vs. Estimated - Review variance for future planning
4. Document Lessons - Notes for next similar trip

Troubleshooting

Cannot Create Trip

Possible Causes:

• Fewer than 2 waypoints
• Missing origin or destination waypoint
• User lacks edit permission for asset

Solutions:

• Add minimum 2 waypoints (origin + destination)
• Ensure one waypoint is type ORIGIN, one is DESTINATION
• Verify asset access permissions

Waypoint Order Incorrect

Possible Causes:

• Manual order assignment conflicts
• Waypoints added out of sequence

Solutions:

• Edit waypoint order numbers
• Delete and recreate in correct sequence
• Order must be unique per trip

Expense Not Showing in Total

Possible Causes:

• Expense not saved
• Amount is zero
• Wrong currency conversion

Solutions:

• Verify expense saved successfully
• Check expense amount is non-zero
• Ensure currency is set correctly (defaults to EUR)

FAQ

Can I create recurring trips?

No. Each trip must be created individually. Trip templates planned for future release.

Can I assign crew to trips?

Not currently. Crew assignment to trips planned for future release.

How do I track fuel consumption?

Create manual expense for fuel or link fuel invoices to trip. Detailed fuel tracking planned for future.

Can I map the route?

Waypoint coordinates can be recorded but map view not yet implemented. Planned for future release.

What happens to expenses when trip is cancelled?

All expenses are preserved. You can view and export expense data even for cancelled trips.

Can trips span multiple assets?

No. Each trip is associated with one asset. For multi-asset journeys, create separate trip for each asset.