Do you create an appointment for flights?

Once you've booked a flight, it's important to keep track of it so everyone who needs to know can find the relevant details. This is how you should create an appointment in the Outlook calendar for flights:

• Enter all of the flight details into the appointment. Use the ariplane emoji in the subject, and include your name, from/to, and the flight number. E.g. "✈️ Adam Cogan - SYD -> BNE - QF 500 - 08 May 10:20 AM"
• If someone is picking you up, include the arrival time and invite any relevant parties
• When possible, always include the terminal number in the location field. If a non-standard terminal, make it extra clear E.g. Jetstar flights should have highlighted: "WARNING: Different terminal. Allow more time".
• Make sure to include any unusual information about the flight E.g. "You are not flying with your preferred airline because {{ REASON }}..." OR "As per our conversation, you are flying via Melbourne, because {{ REASON }}..."
• Always include the price of the ticket in the message
• Do not forget to categorize the appointment as CONFIRMED RED so it cannot be overbooked
• Always create more than 1 appointment for flights that have more than one leg (connecting flights)

✅ Figure: Good Example - create two appointments for connecting flights.

❌ Figure: Bad Example - only one appointment for connecting flights that has two legs.

Here is a template to follow:

::: email-template

Hi {{ RELEVANT PARTIES }}

I am flying to {{ DESTINATION }} Booking number: {{ BOOKING NUMBER }}

This flight cost is {{ COST }}

Departure

• {{ AIRPORT }} {{ TERMINAL }}
• {{ DEPARTURE DATE AND TIME }}

Arrival

• {{ DESTINATION AIRPORT }} {{ TERMINAL }}
• {{ ARRIVAL DATE AND TIME }}

On arrival, I will get a train to my accommodation.

< This is as per https://www.ssw.com.au/rules/create-appointment-for-flights >

::: :::