Requirements

To change the access of other team members, you must have Manage Team Access permission assigned to you. If you do not have this permission, please contact your Flix Cooperation Manager.

1. Open Partner Settings

• Click the ✏️ (Pencil) icon

2. Open the Team tab

• Select the Team tab

3. Update team member access

• Click on the team member whose access you want to change
• Adjust the access settings as needed

4. Save changes

• Click Save
• Click Update Partner to apply the changes

Once saved, the updated access rights will take effect immediately.

You can manage and update your policies directly in Partner Settings.
If your partner account includes multiple brands, you can define different policies per brand.

Tip: the more information you fill out here, the better your customers' experience will be, so we strongly recommend to always have the relevant details up to date. These details will be made available to customers through different ways of communication.

Open Policies

1. Go to Partner Settings

2. Click the Brands & Policies tab

3. Click View Policies for the relevant brand

General Contents

Check-in Requirements

• Check-in Time
  Defines when check-in opens and closes
  → Only adjust this if it differs from the Flix standard (15 mins before departure)
• Check-in Options
  Define how passengers can check in
  → If check-in is done by the driver during boarding, this does not need to be filled in
• Proof of Identity Required
  Specify which documents passengers must present during check-in

Customer Service

Providing accurate customer service details helps passengers contact the right support and reduces unnecessary requests to Customer Service.

For each Purpose of Contact, you can define:

• Languages spoken
• Hotline number
• Email address
• Days of operation (with different hours per day if needed)
• Hours of operation (From-To)
• Time zone
• Public holiday working hours (optional)

Terms and Conditions

• Add a link to:
  • Your website with Terms & Conditions, or
  • A relevant transportation law website, if applicable

Global policy settings

The following settings apply across all policy sections:

• Weight unit
• Length unit
• Currency
• Toggle for domestic vs international policy differentiation

Policy available to passengers

⚠️ Important:
Setting up policies does NOT automatically enable ancillaries or allow the purchase of additional luggage. Policies are used to inform passengers about travel conditions.

Luggage Allowance

• Defines luggage included in the ticket price

Special Luggage & Buggies

• Specify whether special luggage can be purchased directly from the carrier
• Define rules for baby carriages

Other policy sections

You can also configure policies for:

• Young Travelers
• Passengers with Disabilities
• Bikes, Surfboards & Skis
• Pets

Additional Information

• Optional free-text field
• Use this to share important information not covered by predefined fields
• This information will be visible to passengers
• It should be written only in English

Once saved, updated policies will apply to the selected brand and be visible to passengers via the policy page.

A brand represents the commercial identity under which you operate your bus services. This is the brand name that passengers will see when booking and traveling on your routes.

Why is a brand required?

• Your brand is automatically assigned to all new lines you create
• Brand information determines what policies and service details passengers see
• This ensures consistent branding across all customer touchpoints

Who manages brand configuration?

Flix Cooperation Manager handles all brand-related setup, including adding new brands to your account. Partners can view brand information in the Cooperation tool, but cannot edit the brand directly.

Need changes? Contact Flix Cooperation Manager to add new brands or update existing brand information.

How do I work with brands?

When creating new lines:

• Select the appropriate brand from the dropdown menu
• If you have only one brand, it will be selected automatically

To use this functionality, all of the following conditions must be met:

• Access package: PRO
• User permission: Edit access for Line/Schedule/Cities&Stations

If you don't have permission, please ask your Flix Cooperation Manager.

Line Settings

All settings configured at the line level will apply to all schedules created within that line.

General Settings

Line Description

• Enter the departure and final destination of your line

Line Code

• This code appears on passenger tickets (PDF boarding pass) and in the Flix App
• Can be auto-generated by Flix or customized to match your existing codes

Line Brand

• If you have one brand: This field fills automatically
• If you have multiple brands: Select the appropriate brand from the dropdown menu

Transportation Type

• Automatically selected based on your partner-level settings

Capacity & Amenities

Amenities

• Select onboard services displayed as icons to passengers
• Choose multiple amenities from available options
• Use the star icon to select which 3 amenities display prominently
• Remaining amenities show when passengers hover over departure details

Capacity Settings

• Default Capacity (optional): Automatically assigned if set on the partner level, applies to all schedules

Forbidden Relations

• Station-to-station combinations that cannot be sold to passengers due to legal restrictions or business decisions
• Applies to all schedules and departures under this line
• Ensure station combinations match exactly with your schedule stations
• Can be added anytime, but only Flix cooperation manager can remove

Once all settings are configured, click 'Create Line' to create your new line.

Amenities are the onboard services and features you offer to passengers, displayed as icons on each departure in the Flix booking platform. These icons help passengers understand what's available during their journey and can influence their booking decisions.

How do Amenities work?

• Visual representation: Amenities appear as recognizable icons next to your departures
• Passenger motivation: These icons highlight the value and comfort you provide onboard
• Multiple selection: You can assign multiple amenities to each departure based on what your buses offer

How are Amenities displayed to passengers?

Primary display:

• Up to 3 amenities are shown directly on each departure listing
• Use the star icon to select which 3 amenities should be prominently featured

Additional amenities:

• Any remaining amenities can be viewed when passengers hover over the departure details

Why should I configure Amenities?

Competitive advantage:

• Help passengers compare your services with other options
• Highlight premium features like WiFi, power outlets, or extra legroom
• Increase booking appeal by showcasing what makes your service special

Forbidden Relations are specific route segments between two stations that cannot be sold to passengers. These restrictions are implemented due to legal requirements or business decisions that prohibit certain station-to-station combinations from being available for booking.

How do Forbidden Relations work?

• Automatic application: Once configured, forbidden relations apply to all schedules and departures on your lines
• Station-specific: Restrictions are set for exact station-to-station combinations (e.g., Station A to Station B)
• Passenger impact: These route segments will not appear in passenger search results or booking options

When are Forbidden Relations used?

Common scenarios include:

• Legal restrictions that prohibit service between certain locations
• Business decisions where specific route segments should not be sold
• Operational constraints that make certain connections unavailable to passengers

How are Forbidden Relations managed?

Setup and changes:

• Your Cooperation Manager handles the initial configuration of forbidden relations
• Forbidden relations can be added at any time during your line's lifecycle
• ⚠️ Important: Ensure the station combinations match exactly with the stations used in your schedules

Modification requests:

• Forbidden relations cannot be removed by partners
• To modify or remove forbidden relations, contact the Flix cooperation manager

Need help? Contact your Flix Cooperation Manager for modifications to existing forbidden relations.

1. Go to the Home page
2. Click on the line
3. In the top-right corner, click Add Schedule

Note: If you don’t see the Add Schedule button, it may mean that you don’t have access to it. Please check with your Flix Cooperation Manager for further details.

1. Fill in the basic information

Schedule Name

Enter a clear and identifiable schedule name. This will not be displayed anywhere, but it will help you navigate through these schedules in the future.

Best practices:

• Use season-based names, for example:
  • Winter 2024
  • Spring 2025
• The name can refer to:
  • Direction
  • Tracking Number (TN)

Helpful tips:

• Use brackets with comments for updates
  (e.g. [Updated times], [Route change]) to make searching easier
• For long or complex routes, use one tracking number with a clear format, for example:
  TN – Departure Time – From – To
• Any naming convention that helps you quickly identify inventory within the schedule is recommended

Schedule Period

The period defines when the schedule starts and ends.

• Enter Period Start Date and Period End Date
• Click the checkmark to confirm and save the period

Pro tip: this is the most important setting of your schedule - make sure to double check what schedules you have on sale, and set the period of this new schedule accordingly to make sure you don’t create duplicate rides.

Non-Operational Days (Optional)

• Use this option to exclude specific days when rides should not operate
• Rides on these days will not appear on the website

Initial Capacity

• Pre-filled from the line’s default capacity
• Can be adjusted if a different capacity is available

2. Create Timetable

Once the Schedule Overview is completed, you can proceed to create the timetable.

1. Add stations

⚠️ Important:
All required stations must already exist before creating the timetable. If you struggle to find relevant stations, it may be missing in our system or unavailable - check with your Flix Cooperation Manager for more details.

• Under Outward, use the dropdown to:
  • Select an existing station, or
  • Create a new station
• Enter the station name and search for the correct location

2. Define the frequency of the trips

• Click on the days of the week when the ride operates
• Selected days turn green and show a checkmark

3. Enter ride times

• Enter departure and arrival times based on local time
• The system automatically calculates the Trip Duration

Trips longer than 24 hours

• Ensure long trips are indicated correctly
• If a segment crosses into the next day:
  • Click the three dots
  • Select Move arrival to next day

Trip Numbers

• Trip Numbers are automatically generated after the first entry
• You can also manually enter a custom Trip Number if needed; yet, Trip Number will not be shown anywhere towards customers.

4. Create a return schedule if needed

• Click Add Return Schedule
• Return rides will be displayed in reverse order of the outward route

⚠️ Important:
You must create a separate schedule for the return if:

• Return trips require different capacities
• Prices differ
• Stops are not identical to the outward route

3. Enter prices

For the full guide on Prices, please read here.

4. Submit the schedule for review

You can use Copy Schedule to reuse an existing schedule and create a new one based on it.

When should I use Copy Schedule?

• When you want to reuse a past or current schedule
• When the new schedule is largely similar to an existing one

⚠️ Important:
Copy Schedule is intended to create a new schedule, not to modify a live one.
To change an on-sale schedule, use Update Schedule instead.

How to copy a schedule

1. Find the schedule you want to reuse
   • This can be a currently on-sale schedule or a past schedule
2. Open the schedule
3. Click Copy Schedule
4. Adjust the relevant details (e.g. period, timetable, pricing, capacity)
   • For detailed instructions on what can be adjusted, please read here.

Option 1: Update Schedule

• Use Update Schedule to shorten or adjust an existing schedule
• This option is suitable when you need to make changes without creating new, overlapping rides

Option 2: Copy Schedule

• Use Copy Schedule to extend the schedule beyond its current period
• This creates a new schedule based on the existing one

⚠️ Important:
Copy Schedule should only be used to extend a line.
Using it to modify an active schedule may result in duplicate rides being offered for sale.

If a schedule is already live and on sale, you should use the “Update Schedule” button to make changes.

Use “Update Schedule” when you need to:

• Add or remove a new departure
• Add or remove stations
• Modify the route of an on-sale schedule

This ensures that changes are applied correctly without creating duplicate rides.

⚠️ Important:
Do not use Copy Schedule to modify a live schedule.
Copy Schedule is intended only to extend a schedule, and using it for live schedules may result in duplicate departures being offered for sale.

You can update prices directly within a schedule using the Edit Prices button. Pricing can be changed even when a schedule is already on sale.

1. Open price editing

• Click the green Edit Prices button in your schedule

2. Select the currency

• Use the Currency dropdown to select the appropriate currency

⚠️ Important:
If you change the currency for an existing schedule, the numeric price values will not automatically adjust. Always double-check prices to avoid incorrect fares.

3. Import prices (optional)

If prices already exist on another schedule under the same line:

• Click Import Prices
• Select the schedule you want to import prices from
• Prices will be copied into the current schedule

👉 Don’t forget to click the checkmark to save the pricing period.

4. Use multiple price tables (optional)

You can create multiple price tables within one schedule.

• The default price table acts as the main price list
• Each price table represents a specific time frame
• Periods must fall within the overall schedule period
• This allows you to adjust fares based on seasonal demand
• You can add as many price table as required

For each pricing period:

• Select the applicable date range
• Adjust the pricing matrix as needed

5. Save and finalize prices

• Click the checkmark to save your pricing

• Click Update Prices to finalize the changes

Non-operational days are optional days within a schedule period when rides should not operate.

• These days are excluded from the schedule period
• Rides on non-operational days will not appear on the website
• This option is useful for public holidays or exceptional days when a different schedule applies

You can manage ride availability directly at the ride level, either for a single ride or for multiple rides at once using Batch Operations.

Stop the sale of a ride

Use this option when you want to stop selling tickets for a ride that is still operating.

• Stops sales without affecting passengers who have already booked
• The ride will appear as “Fully Booked” in the Flix shop
• No additional tickets can be sold for this ride

👉 This action is also available via Batch Operations (top-left corner).

Restart the sale of a ride

If sales were previously stopped, you can restart them at any time.

• The ride becomes available for sale again
• This action is available at both ride level and batch level

Cancel a ride

If a ride will no longer operate and booked passengers must be informed, you need to cancel the ride.

⚠️ Important:

• Cancel Ride cannot be undone
• Once canceled, the ride cannot be reactivated
• Passengers with existing bookings will be automatically notified within minutes

Use “Stop Sales” for temporary sales control, and “Cancel Ride” only when the ride will not operate.

You can adjust the number of seats offered per ride or for multiple rides at once.

Change seats for a single ride

• At the ride level, increase or decrease the number of available seats as needed
• You cannot reduce capacity below the minimum seat limit (Min X seats)

Change seats for multiple rides (batch update)

• Select multiple rides by clicking on the checkboxes
• Click the Batch Operations button
• Update the seat capacity for all selected rides at once

You can check in passengers directly from the Capacity Manager.

1. Open Capacity Manager

• Go to Capacity Manager

2. Open the check-in view

• On mobile: Click Check-in Passenger

• On desktop: Click the person icon next to the seats on sale

3. Check in the passenger

You can check in passengers in two ways:

• Find the passenger by name and click the Check-in button next to the passenger

• Click Scan QR Code and scan the ticket QR code

4. Confirm check-in

• Once completed, the passenger’s status will change to Checked

⚠️ Important:

• If the driver has closed the station via the Flix Driver App, passengers can no longer be checked in
• Check-in is also disabled 24 hours after the final destination is reached
• In both cases, the check-in view becomes read-only

The Booking Report allows you to have instant access to the bookings made through the Flix website.

Information shown in Booking Reports is collected from passengers when they purchase the ticket, and we make sure to share with you everything that can be relevant to your internal operations.

There are several types of Booking Reports we are sharing, and here is an overview of the differences:

1. Booking Reports are available in a desktop and mobile versions and contain information we collect from passengers in a prioritised format of what can be most useful to you on a daily basis
2. Booking Reports Excel - these are available to download from the desktop & mobile of Booking Reports, and the Excel download will contain more information than the other versions.
3. Daily Booking Reports - this is an email send-out we share with those who subscribed to it, where a Daily Booking Report is sent at a specified time via email. The main difference is that these Daily Booking Reports would contain bookings based on the booking date, while the other reports group the bookings based on travel date.

1. Add booking information to your internal systems to fully reflect bookings received through Flix.
2. Contact passengers in case of any operational and last-minute communications (clicking directly on the email of the passenger will initiate an email from your computer, while from the mobile you can call your customers directly)
3. Know when your passengers are interconnecting and use this information to make their experience even better: some passengers will interconnect from another ride onto yours, while others will travel further after your ride. Information in Booking Reports will therefore facilitate you in case of delays or no shows.
4. Tracking of the cancellations and then rebookings, whenever passengers change their mind - in Booking Reports, you can see Cancelled bookings at a first glance, but if you’d like to know more details, you will need to download excel file of Booking Reports that contains more information about those.

Excel Booking Reports usually contain more information than those via desktop & mobile. Notable difference is the second tab in Excel - History of Bookings.

The history of Bookings may not be relevant for every Partner, but whenever there is a cancellation or a rebooking that takes place, you will be able to see the sequence of what the original booking went through to map the relation between the bookings.

This is a global report tailored using internal data collected by Flix, and is designed to allow Partners to access more data about their performance in a transparent and independent way.

This report breaks down the details about monthly gross revenue performance on the following levels:

• lines
• relations (station to station)

It also shows the number of monthly tickets sold on the same line or relation level.

These reports can help you get an overview of the distance covered by the routes you operate with Flix. This data can then be used for reporting purposes or as you fit it best for your operations.

The distance is available on a segment level on both kilometers and miles.

For USA interline partners, this is the distance that will be used on the interline pricing allocation.

The report can also be used to check station address and geo location. By clicking the station from/to fields, the station location is opened in google maps.

To use this functionality, all of the following conditions must be met:

• Access package: PRO
• User permission: Edit access for Line/Schedule/Cities&Stations

If you don’t have permission, please ask your Flix cooperation manager.

1. Check if the station already exists

• Go to “Cities/Stations”

• Filter by country or city, or search by station name
• Open the station and verify:
  • City
  • Address
  • Latitude/longitude
  • Map location

⚠️ If your stop is very close to an existing Flix station, use the existing station.

2. Check station status

• Only stations with status “Published” or “Approved” can be used in schedules

3. Create a new station (if needed)

• Click Create New Station → Create Manually

• Fill in all mandatory fields and submit

👉 The request will be reviewed by the local Station Manager or Cooperation Manager
👉 You’ll receive the approval result via email

Alternative: Create a station during schedule creation

• In the schedule form, search for a station in Add Station
• Validate the details
• If incorrect:
  • Use All City Stations to find the correct one, or
  • Click Create New Station if none exists

Partners can request new stations only.

If the city itself does not exist in the Flix system, please contact your Flix cooperation manager to request the creation of the city.