Dive groups and participants

Divers on a trip are organised in dive groups. A group has a staff leader, a maximum size and, optionally, the certification levels a diver needs to join it and extra waivers everyone in it must sign.

Add a group

Press Add group in the Dive groups section:

• Group name can stay empty; DivePilot then numbers them Group 1, Group 2 and so on.
• Max divers defaults to 4 and can be up to 50. Only divers count toward it; staff guides and divers marked as a no-show do not. A full group still accepts bookings; past the maximum the group card shows an amber Over capacity badge.
• Required certifications: pick levels with Add requirement…. Each shows as a pill on the group card. A requirement whose level was switched off since stays, shown muted with Switched off; remove it with its cross.
• Extra waivers for this group: pick templates with Add a waiver… that everyone in this group must sign on top of the general ones and whatever each course requires, such as a wreck release for this one departure. Templates Required for everyone are not offered, since everyone needs them already, and neither are inactive ones. Remove one with the cross on its chip.

Press Add group. Edit or delete a group from the icons on its card. Deleting a group deletes its dive logs and sends its members back to Unassigned bookings, still confirmed, ready to be seated again. A group with checked-in guests cannot be deleted until you move them.

Choose the leader

The row with the crown icon lists every staff member with their role label. Pick one, or leave No staff leader assigned. DivePilot warns when the chosen leader is a customer rather than staff, or when the staff member may not be qualified to lead. A staff leader is also what makes the dive log request go out after the trip; see Dive logs after the trip.

Move bookings into groups

The Unassigned bookings column lists every fun dive booking for this date and departure that is Reserved, Confirmed or Checked in and not in a group yet. Drag a booking onto a group, or tap it and choose the group under Assign to group. A reserved booking becomes Confirmed, and an online guest gets their confirmation email the first time. Bookings for another date or departure cannot be assigned here. Removing a participant with Remove from the group keeps the booking confirmed and puts it back in this column.

Adding a staff member to a group runs the same availability check as the boat master: they must be free for the trip's time window. Moving a participant to another group clears their seat.

The participant row

Each row shows the diver's name, a crown for the leader, their seat once seated, a gear chip on booked divers that is amber while a rental request is open and green once the gear is rented, an EANx chip for a diver who dives on nitrox, and the booking number with the slot, or the course name for students. The booking number opens the booking. If you may edit bookings, confirmed divers have two small buttons side by side for the two ways the day can go: a person with a tick for Check in and a crossed circle for Mark as a no-show. Once a diver is checked in, their initials turn into a green tick and the check-in button turns green; hover it to see the time, and press it again to undo the check-in. For a checked-in guest, whom the server also accepts, DivePilot asks you to confirm first. A diver marked as a no-show shows an undo arrow instead, which sets the booking back to Confirmed. See Check in a guest with their QR code. An amber shield marks a diver with a certification nobody has verified yet, a red one a diver with a card marked not valid; click it to check their cards. The other actions are Set as leader or Remove as leader, and Remove from the group, which keeps the booking confirmed and puts it back under Unassigned bookings. A checked-in guest can only be dragged to another group; they have no Remove from the group. Students of a course are managed from the course, so they cannot be removed here; you can Mark absent for this session instead. Withdrawing a student from the course takes them out of its groups on upcoming trips; past trips keep them.

Course groups carry a badge with the course name that links to the course. Their waiver icon covers everyone in the group, students included. Their certification icon holds only the divers seated by booking to the group's levels, because a student's prerequisite was checked at enrolment.

Check certifications

On a group with required levels, the certification icon on its card opens Certification check. For every customer in the group and every required level, the panel says which card matched, in green, a card that only matches on its max depth in amber with "manual check recommended", or "no matching certification" in red. It also lists what the diver holds. Standard levels compare by rank across agencies; a level you added yourself has no rank, so only the same level matches it in green. The check reports and never blocks. A card that matches but is not verified yet still counts; the diver turns amber and the line adds "not verified". A card marked not valid does not count at all, and the diver's cards list shows it as "not valid". Check certifications next to each diver opens their cards to verify, correct or add one. See Verify a diver's certifications.

Check waivers

The waiver icon appears once at least one diver in the group needs a waiver. It opens Waiver check, which lists every customer in the group with the waivers that diver needs, each marked as signed, not signed or signature expired, or "No waiver required." when they need none. Each diver's list combines the general waivers for fun dives or for courses, their course template's Additional waivers and the group's Extra waivers for this group, so two divers in the same group can see different lists; see Required waivers and the medical questionnaire. Staff are never checked. Expiry is judged as of now, not on the trip date; see Waiver expiry, renewal and checks. A diver with a missing or expired waiver has a Send menu on their line: for each missing waiver, Email signing link emails the diver a link to sign it, or Email link again when a request for it is already open, and Other ways to sign opens the waiver dialog to sign in person, upload a paper copy or copy the link. Emailing needs the permission to request signatures and an email address on the customer. See Request a waiver signature.

Groups at a glance

The group card counts divers out of max, leaving no-shows out, and says how many spots are left or Full. The page's departure check counts groups without a leader and groups with certification issues across the whole trip.