Free CSV template
Traveller roster template
The sheet everything else on the trip is built from. Rooming, headcounts, dues and emergency calls all start here.
Opens in Excel, Google Sheets or Numbers. Updated 7 October 2026.
What each column is for
- Name and phone with country code
- Phone is the identifier travellers log in with and the number your captain dials. Country code matters for outbound groups and NRI travellers.
- Gender and age group
- Needed for rooming and for hotels. Age group flags minors, who need guardian details and consent.
- Guardian name and phone
- Mandatory for anyone under 18. Blank for adults.
- Emergency contact name and phone
- Someone other than the traveller. On a trip, this is who the captain calls after an SOS.
- ID type and last four digits
- Enough to match the document at check-in without storing a full ID number in a spreadsheet.
- Pickup point
- Where this traveller joins the group. Drives the day-one headcount by pickup.
- Dietary and medical notes
- Vegetarian, Jain, nut allergy, asthma inhaler. Captains need this on the bus, not in an email thread.
- Room group
- Friends and families who must share. Feeds the rooming list.
- Advance, balance and payment status
- Who has paid in full before departure. Keep it on the roster so ops and accounts read the same number.
- Joined app
- Whether the traveller has accepted the invite. Chase the gaps before trip day.
How to use it
Download the CSV and open it in Excel or Google Sheets.
Add one row per traveller from your booking tool or CRM export.
Fill guardian and emergency contact columns before anything else; chase missing ones by phone.
Mark pickup points and room groups once bookings close.
Update advance and balance as payments land, and set the status column.
Import the sheet into Rahi to invite every traveller by SMS or WhatsApp in one step.
Mistakes this template prevents
- Keeping the roster inside a WhatsApp group description or a pinned message.
- Storing full Aadhaar or passport numbers in a sheet shared with drivers and hotels.
- Recording an emergency contact who is on the same trip.
- Letting the accounts team keep a separate dues sheet that drifts from the roster.
Questions about this template
What is a traveller roster?
A traveller roster is the master list of everyone on a group departure with the details needed to run the trip: contact numbers, emergency contacts, ID type, pickup point, dietary and medical notes, room group and payment status.
What traveller data should I avoid collecting?
Collect only what the trip needs. Full ID numbers, bank details and copies of documents belong in a secured system with access control, not in a sheet. India's DPDP Act 2023 expects purpose limitation and reasonable security for personal data.
Can I import this roster into Rahi?
Yes. Rahi's roster accepts a CSV import, invites each traveller by SMS or WhatsApp, and tracks who has joined the app.
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