Introduction

Historically users enter crew and passenger information into FBO One crew/pax page for the purpose of generating passenger manifests and/or general declarations. This integration replaces the requirement to generate these documents by automatically sending the information directly into the the national immigration database known as the CBP portal.

The UK Home office has set some rules on when and how the data is exported which are summerised below:

1. Initial request submission (20hrs threshold)
Users populate FBO One with the required crew/pax details

• If the flight sector is scheduled to operate within the next 20hrs FBO One will automatically submit the details to the UKBF without any additional action from the user.
  
  
• If the flight sector is not scheduled to operate within the next 20hr no action will take place until the 20hr threshold is met. Once the threshold is met FBO One will automatically submit the details to the UKBF without any additional action from the user.
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2. 1st Change requiest submission (10hrs threshold)

User updates either flight schedule or crew/pax details

• For changes made to a flight sector operating to/from the UK within the next 10hrs, FBO One will automatically submit the details to the UKBF without any additional action from the user. This will be done once. 
  
  
• For changes made to a flight sector to/from the UK outside of the next 3hrs, FBO One will store the change list and submit the changes automatically only when the 3hr threshold is met (check process runs every 2mins).

3. 2nd Change request submission (3hrs threshold)

User updates either flight schedule or crew/pax details

• For changes made to a flight sector operating to/from the UK within the next 3hrs, FBO One will automatically submit the details to the UKBF without any additional action from the user.
  
  
• For changes made to a flight sector to/from the UK outside of the next 3hrs, FBO One will store the change list and submit the changes automatically only when the 3hr threshold is met (check process runs every 2mins).

Note 1: Once the initial submission is completed no further updates are processed until 3hrs prior to the flight sector scheduled time of departure from origin.

Note 2: Prior to the first submission to UKBF, and upon entry of Crew/Pax data prior to the above mentioned thresholds, the "Pending" mention may be shown. This indicates that the data has been exported to a holding area outside of FBO One, but has not been transmitted to UKBF.

What does this mean?

• Only flights operating to/from the UK within the next 20hrs will be submitted.
• Any change made between T-20hrs and T-10hrs will not be submitted until 10hrs prior to flight departure to the UK.
• Any changes made between T-10hrs and T-3hrs will not be submitted until just 3hrs prior to the flight departure to the UK.
• Any changes made within 3hrs of the arrival/departure into the UK are automatically submitted with no additional action required by the user.

How do we know the status of the submission?

Upon successful submission, each crew/pax entry will display an ‘OK’ text to indicate a successful upload.

In the event that the mandatory crew/pax details are incomplete, the status field will indicate the source of the issue. Examples of this may include a missing date of birth, passport expiry date, etc.

These error messages will also be highlighted in the order ‘Crew Pax API error’  displayed in the order screen. This same indicator will also be used to highlight other related errors such as technical failures

There is also a provision to set a planboard ‘must review’ indicator that will:

1. Highlight all orders that have been updated by this integration.
2. Filter the planboard on the orders requiring review

The order third-party audit log provides insight into all changes made by this integration.

Good to know

Operators or registrations can be exempted from this integration.

Certain operators will be authorised to submit their own data directly to UKBF. In such cases, these operators or registrations must be assigned a ‘Direct UKBF Carrier Checkin’ custom value in order to prevent a duplicate submission.

List of Operators that are currently direct to UKBF as of 5/Apr/24:

• Windrose Air (QGA)
• Netjets (NJE/NJU/JME)
• Glock (GCK)
• Hahn Air (HHN)
• Jetfly (JFA)
• FLY7
• AirPink (PNK)
• STAR FLY WINGS (SYW) ex Air Posh (APO)
• Sun Air - Joinjet (SUS, JNJ)
• Swiss Private Jet (SWW)
• UNIVERSAL AIR (UVL) ex AIRCM (RJR)
• ComLux (MLM / CXB)
• AirX (AXY)
• GESTAIR (GES / GSM)
• Prince Aviation (PNC)
• QuickAir (QAJ)
• Swiss Air - REGA (SAZ)
• eAviation (EFD)
• JIVAIR (JIV)
• GAMA (GMA, GSH and GKY)
• ACASS (SON)
• FAI (FAI)
• Primejet
• Industriflyg
• Jet Bee
• AirStream (AQS, SUA)
• Panellenic (RJB)

Individual orders can be exempted from this integration.

As some crew/pax data may have already been manually submitted to the UKBF portal it's undesirable to submit a duplicate request. To avoid this orders can be disabled by setting the ‘Disable UKBF’ custom value which will prevent any updates from this particular order.

Possible validation errors

These are possible error messages that can show if data is invalid or missing for send, these mean the record may not send to the UKBF until it is corrected: 

From an Handling Order: 

1. Arrival scheduled time missing on flight leg
2. Arrival origin airport missing on flight leg
3. Departure destination airport missing on flight leg
4. Aircraft registration is missing
5. Phone number on responsible person and on operator are missing
6. Aircraft registration is missing
7. Operator is missing
8. Responsible person for this flight is missing9. Operator contact address is missing

From crew/pax:

1. Gender for is missing
2. 'Travel document' type is missing
3. Travel document 'Passport number' is missing
4. Travel document 'Passport country' is missing
5. Travel document 'Passport expiry' is missing
6. First name is missing
7. Last name is missing
8. Date of birth is missing

Note: Responsible person is the PIC/Captain for each flight leg, if the data is not found the Operator is used as a secondary fall back.