Set up the leave-hotel-by column
Show guests when to set off for the airport: enter the transfer time in the Concierge settings, check the buffers, then switch the column on in the Design tab (Premium).
Set up the leave-hotel-by column
On the departures board, LobbyFlight can show one extra column: the time a guest should set off from the hotel to catch their flight without rushing. The board works it out from the departure time, the time needed to check in, the walk to the gate and the drive to the airport. Setting it up takes two short stops in the portal: the travel time in the Concierge settings, then one switch in the display editor.
Before you start
The column is a Premium option. Premium includes the Concierge module, so the Concierge settings are available to you. To change the airport defaults and to edit a display you need the owner or manager role; the concierge role cannot change either.
How the time is calculated
For every departure, the board takes the departure time and subtracts three amounts:
| Part | Field in the Concierge settings | If you leave it empty |
| --- | --- | --- |
| Check-in | Check-in buffer (min) | 60 minutes for international flights, 45 minutes for domestic flights |
|---|---|---|
| Walk to the gate | Walk to gate (min) | 10 minutes |
| Drive to the airport | Transfer time to airport (minutes) | No leave-by times are shown |
A flight counts as domestic only when its destination is known to be in the same country as the airport. If the destination country is unknown, the board uses the larger international buffer, which is the safer choice for the guest.
When a flight is delayed, the board uses the later estimated time, so the leave-by time moves later as well. An earlier estimate is ignored: the board never tells a guest to leave earlier than the timetable says.
For example, an international flight at 14:30 with the default buffers and a 35-minute drive gives 14:30 minus 60, 10 and 35 minutes, so the board shows 12:45.
Step 1: Enter the transfer time
Calculate asks Google for the drive by car from your hotel address to the airport and suggests the longer of the current and the typical travel time, up to 240 minutes. You then see a line such as "Estimated 38 min by car (24 km). Check the value and save." The suggestion only fills the field; nothing is stored until you select Save, so please check that the number matches what your guests really experience.
If the calculation is not possible, the card tells you why. Either automatic calculation is not available, or the hotel address could not be located yet, in which case check the address on the same Trip details tab. In every case you can simply type the time yourself.
Think of the hour when most of your guests leave. A morning rush hour can add a good deal to the drive, and it is kinder to round up than down.
Step 2: Check the buffers
The same card has Check-in buffer (min) and Walk to gate (min). Left empty, the defaults from the table above apply. Adjust them if you know your airport well: a large hub with long security queues may need more time, a small regional airport less.
A check-in buffer you enter replaces both defaults, so the same value is then used for domestic and international flights. Select Save on the card after every change.
Step 3: Switch the column on
If no transfer time is saved for the display's airport yet, the editor shows a short note under the switch with a link to the Concierge settings. Repeat this step for every display that should show the column.
What guests see
The column appears on departures only; arrival lists never show it. Each row shows a time with a small "approx." underneath, because it is a guide value and not a promise.
The times update every minute. Traffic, weather and queues at the airport change from day to day, so encourage your team to treat the column as a helpful starting point. A guest with a tight schedule, a lot of luggage or special assistance will appreciate a quick word at the desk.
Troubleshooting
The column only shows dashes. No transfer time is saved for the display's airport. Open Concierge settings, choose Trip details, enter the time under Airport defaults and select Save. The board shows the times within about 20 seconds.
Calculate says the hotel address could not be located. The address has not been found on the map yet. Check it on the Trip details tab, or type the transfer time yourself.
The switch is greyed out and shows a plan badge. The column needs Premium. The plans are compared in the article on your subscription.
The display shows two airports and the times for the second one look wrong. The board uses the transfer time and buffers of the display's first airport for every row. If your airports are far apart, a separate display for each airport gives your guests more reliable times.
I cannot see or save the airport defaults. Your login probably has the concierge role. Ask an owner or manager of your property to enter the values.
Next steps
Support
If something here does not match what you see, write to info@lobbyflight.com or call +43 650 753 1811. Support is available Monday to Friday, 09:00 to 17:00 CET.