Roster and headcount

The roster is your group on one screen — names, needs, and phone numbers, saved on your phone so it works in a dead zone. Headcount turns it into a tap-a-face grid so you count people, not heads.

The roster PIN

The roster carries personal details — dietary and mobility notes, emergency contacts — so it sits behind a 4-digit PIN. It is the same PIN you chose when you signed in: one number to remember, not two. The screen says why: "This locks your guests' personal details if someone else picks up your phone."

• You choose the 4 digits when you sign in and type them twice. Pick something you will remember — it is yours, not the office's.
• The lock comes back after the app has been closed for a while. That is deliberate.
• Five wrong tries here pauses the keypad for a minute. That is this phone's own lock, separate from the fifteen-minute one that guards signing in.
• Forgot it? There is no way to look it up — that is what keeps your guests' details safe. Ask your office to clear your PIN (they can do that without ever knowing what it was, and without touching your phone), then tap Leave this trip… and sign in again with your code and the new PIN you choose. The roster downloads fresh. Leaving discards anything still waiting to send, so write down any queued message first.

Reading the roster

From the guide home screen, tap Roster. Each guest shows their name, who they are traveling with, and care flags at a glance. To work the list:

• Search a name with the box at the top.
• Filter with the chips: Dietary, Mobility, Not joined (guests who have not set up the app yet), and Sent a status (guests who tapped On my way, Running late or Sitting this one out — next section).

Tap a guest to open their page. On it, in order of urgency:

• "Needs to know" — their dietary and mobility notes, first, where you cannot scroll past them.
• One-tap calls — their own number, and their emergency contact's.
• "Help them join" — their personal trip code, displayed huge. If a guest never installed the app, or shows up with a new phone, you are the on-the-road installer: help them get the app, then read this code out to them. It works from the back of a moving bus.

When a guest says "Running late"

While the trip is under way, every guest's Today screen has three buttons under Let your guide know: On my way, Running late and Sitting this one out. One tap, and for the next 12 hours it shows as a chip with the time — "Running late · 2:05 PM" — beside their name on the roster, on their tile in a headcount (with "Ben R. says: Running late (2:05 PM)" above the grid while Ben is still missing), and on the Locations list. The Roster tile on your home screen says how many people have sent one — tap it and the roster opens on just those people (tap the Sent a status chip to see everyone again). Your office sees the same chips in the dashboard.

It is a hint, not a check-off — the count stays yours. And it is not a message: three fixed choices, nowhere to type, nothing else sent. A guest who needs to say more calls you.

Counting the group

From the guide home screen, tap Headcount. Start a count by tapping where you are — Bus, Lobby, Museum exit, Restaurant — or type your own stop and tap Start counting.

You get a grid of faces, grouped by traveling party so couples sit together. Tap each person as you see them; the tile floods solid so it reads at arm's length in direct sun. The top of the screen keeps the running answer in the largest type on the phone:

• "2 missing: Bob R., Carol R." — the names you are waiting on, not just a number.
• "Everyone's here" — with a buzz in your hand, so you feel it land while your eyes are on the group.

Tap Done counting when you are finished. Earlier headcounts stay listed on the Headcount screen, with a "missing" badge on any count that ended short — useful when you want to check whether the same name keeps coming up.

Built for the dead zone

Headcounts never touch the network. The grid renders from the roster already on your phone, and the counts are saved on your phone only. Mid-mountain, underground, mid-ocean — the count works, by construction.