Preflight
Demo · fictional clients

Your book, checked

18 travelers across 5 trips — passports, visas, and entry forms re-verified continuously. Last check Sep 13, 2026.

5trips upcoming
18travelers tracked
3need action now
3rule alerts · 30 days

Needs action first

worst deadline on top
Oct 3trip Nov 8
Ben Ortega — passport fails Thailand’s 6-month rule
Expires Mar 2027; entry Nov 8 requires validity through May 8, 2027.
Jan 15trip Mar 12
Ava & Leo Whitfield — birth certificates for South Africa
Strongly recommended for minors (officers may ask; required if unaccompanied); state processing runs 4–8 weeks.
Apr 1trip Jun 5
Grace Kim — passport fails the Schengen 3-month rule
Expires Aug 2027; Jun 18 departure requires validity through Sep 18, 2027.

Rule changes touching your clients

only changes that affect a booked trip
Thailand — 6-month passport validity now strictly enforced
Affects Ortega honeymoon (Nov 8) — Ben moved to the action queue. Source ↗
Brazil — eVisa required for US citizens; window opens ~90 days out
Affects Osei anniversary (Feb 14) — apply from Nov 16; reminder scheduled. Source ↗
ETIAS (Europe) — rollout confirmed for 2027; ~€7, valid 3 years
Affects Kim family (Jun 2027) — no action yet; you’ll be alerted when applications open. Source ↗

Client book

sorted by departure · status = worst open item

Ortega Honeymoon — Thailand

BKK · PHUKET · NOV 08–20 2026 · T-56 DAYS
Action needed
TravelerPassportVisaForms
Marisol Ortegaexp Jul 2031 OK Exempt 30d Arrival cardopens Nov 5
Ben Ortegaexp Mar 2027 Renew nowfails 6-month rule Exempt 30d Arrival cardopens Nov 5
▶Ortega — client-ready checklist

Thailand · before Nov 8

Send as-is or copy into your itinerary email. Re-verified weekly; last check Sep 13.

  • Ben: renew passport immediately — expires Mar 2027; Thailand requires validity through May 8, 2027. Use expedited service (≈3 weeks).
  • Both: complete the Thailand Digital Arrival Card online within 72 hrs of departure (link comes Nov 5).
  • Both: no visa needed — US passports enter visa-exempt (30 days as of Sep 15, 2026; your 12-day trip is fine).
  • Carry proof of onward travel (return tickets suffice).

Henderson Family — Japan

TOKYO · KYOTO · DEC 19–30 2026 · T-97 DAYS
2 tasks open
TravelerPassportVisaForms
Paul Hendersonexp 2030OKVisa-free 90dVisit Japan Webby Dec 17
Dana Hendersonexp 2032OKVisa-free 90dVisit Japan Webby Dec 17
Ellie, 14exp 2028OKVisa-free 90dVisit Japan Webby Dec 17
Marcus, 9exp Feb 2027OK for this triprenew Jan · both parents requiredVisa-free 90dVisit Japan Webby Dec 17
▶Henderson — client-ready checklist

Japan · before Dec 19

Send as-is or copy into your itinerary email. Re-verified weekly; last check Sep 13.

  • All four: register on Visit Japan Web before departure to skip paper arrival forms.
  • No visas needed — US passports visa-free up to 90 days.
  • After you’re home: renew Marcus’s passport in January (expires Feb 2027) — both parents must appear for kids’ renewals.

Osei Anniversary — Brazil

RIO · FEB 14–22 2027 · T-154 DAYS
Waiting on window
TravelerPassportVisaForms
Kwame Oseiexp 2033OKeVisaapply from Nov 16None
Amara Oseiexp 2031OKeVisaapply from Nov 16None
▶Osei — client-ready checklist

Brazil · before Feb 14

Send as-is or copy into your itinerary email. Re-verified weekly; last check Sep 13.

  • Both: apply for the Brazil eVisa once the window opens Nov 16 (~90 days before travel) — link and help coming then.
  • Passports: both valid well beyond requirements — nothing to do.

Whitfield Party — South Africa

CPT · SABI SANDS · MAR 12–24 2027 · 6 TRAVELERS
Action needed
TravelerPassportVisaForms
Gerald Whitfieldexp Nov 20291 blank pageSA requires 2Visa-free 90dNone
Nadia, Tom & Priyaexp 2029+OK · pages verifiedVisa-free 90dNone
Ava, 8 & Leo, 11exp 2029+OKVisa-free 90dBirth certificatesstrongly recommended · order early, 4–8 wks
▶Whitfield — client-ready checklist

South Africa · before Mar 12

Send as-is or copy into your itinerary email. Re-verified weekly; last check Sep 13.

  • Ava & Leo: order certified unabridged (long-form) birth certificates from your state’s vital records office now — required for all minors entering South Africa; processing takes 4–8 weeks. Deadline: Jan 15.
  • Gerald: your passport has one blank visa page; South Africa requires two. Pages can’t be added anymore — renew, or we re-verify at 60 days out.
  • Everyone: no visas needed — US passports visa-free up to 90 days.

Kim Family — Italy & France

ROME · FLORENCE · PARIS · JUN 05–18 2027
Action needed
TravelerPassportVisaForms
Daniel Kimexp 2031OKSchengen-freeETIAS — watching
Grace Kimexp Aug 2027Renew by Aprfails 3-month rule · needs thru Sep 18 2027Schengen-freeETIAS — watching
Mina, 15 & Jun, 12exp 2029+OKSchengen-freeETIAS — watching
▶Kim — client-ready checklist

Italy & France · before Jun 5

Send as-is or copy into your itinerary email. Re-verified weekly; last check Sep 13.

  • Grace: renew your passport by April — it expires Aug 2027, and Schengen countries require validity 3 months past your Jun 18 departure (through Sep 18, 2027). Routine service is fine if started by spring.
  • Everyone: ETIAS authorization (~€7 online) is expected during 2027 — we’re watching the launch and will send the official link when applications open.
  • No visas needed — US passports are Schengen visa-free up to 90 days.

Passport watch

all 18 travelers, ranked by soonest problem
TravelerClientExpiresStrictest upcoming needVerdict
Ben OrtegaOrtegaMAR 2027Thailand: valid thru May 8 2027Renew now
Grace KimKimAUG 2027Schengen: valid thru Sep 18 2027Renew by Apr
Marcus HendersonHendersonFEB 2027Japan: valid for stay (Dec)OK now · renew Jan
Gerald WhitfieldWhitfieldNOV 2029South Africa: 2 blank pages1 page short
14 others—2028+—Clear