Why use your Adventure Planner?
- Access important documentation such as your itinerary and pre-departure information
- Submit your mandatory pre-travel forms
- Manage online payments and view your statement
- Browse our online travel guides for top tips
Share your experience of the journey so far
Important documentation
As soon as you book, you will be able to download your itinerary as mapped out with your Arctic specialist. Once all arrangements have been confirmed, your Customer Experience Coordinator will notify you and you’ll be able to download your confirmed itinerary, which will include a map and some extra tips to help you get prepared for your trip.
As your trip approaches, we will share some essential information to ensure you have what you need before you depart. 2 - 4 weeks before departure, we will share your final travel documents, which will include a detailed final travel itinerary showing all timings and instructions for your adventure.
Pre-travel forms
In order to get everything in place for your trip, we kindly ask you to complete our Swoop Reservation Form so that our local partners have the essential information required for your bookings.
There may be further information required by your operator, in which case they may be additional forms to complete. We may also require you to upload a copy or scan of the photo page of your passport, as it can be requested for particular services.
As we near your travel dates, it is important that we receive copies of any e-tickets for flights that you have booked independently so that we can coordinate transfer pick up times where appropriate.
Finally, it is mandatory to take out a travel insurance policy for your trip and we'll need you to upload your policy document showing your provider's name, policy number and the provider’s emergency contact details.
Online payments
We know how confusing it can be when lots of emails are flying back and forth making it hard to find information about online payments.
The Adventure Planner allows you to easily keep track of those payments, outstanding amounts and when your balance is due, as well as viewing your statement – all in one handy place.
Loli says
As we get closer to your amazing Arctic adventure, we look forward to helping you feel prepared and excited!
Loli Figueroa Polar Specialist
Logging in for the first time
- Once you've paid your deposit and your Arctic Specialist has confirmed your trip details with the operator you will receive an email confirming your booking where you can 'Create Your Login'.
- Choose, confirm and submit your password.
- Welcome to your Adventure Planner! Go ahead and explore...
Setting up your account is the first thing you need to do. You will find it difficult to access the Adventure Planner – for example, from this page – if you have not set up your account first using the instructions above.
Swoop says
The email address you booked with will be your username for the Adventure Planner - please ensure you use the same email address when creating your account and logging in.
Adventure Planner: FAQs
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Where do I go to log into my Adventure Planner?
You can log in to your Adventure Planner here.
The email address you booked with is your username.
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Why can’t I log in to my Adventure Planner?
If you’ve followed the step-by-step logging in instructions and you’re having trouble, your Customer Experience Coordinator will be happy to help, but please bear in mind the following:
- If you have created your password before but can’t remember it, you can reset it by clicking ‘Forgotten Password?’ on the login screen. An email will then be sent to the email address we have on the system with instructions on how to reset your password. Please only do this once at a time, and wait for the password reset email to come through.
- Please remember that the username is the email address that you booked with.
- If you are getting an error message when you log in and cannot view your trip please log out of your Adventure Planner and close your browser. Please then reopen the Adventure Planner in a new tab and log in again. If the error message persists please share a screenshot with your Customer Experience Coordinator.
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How do I make changes to my Swoop Reservation Form?
Should you need to, you can complete a new Swoop Reservation Form. Contact your Customer Experience Coordinator and they can provide a link to a new form.
If you only have minor changes to make, inform your Customer Experience Coordinator and they will make the changes on your behalf.
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I accidentally completed my Swoop Reservation Form in my fellow passenger’s tab. What should I do?
Please advise your Customer Experience Coordinator – they will be able to reset the forms on your behalf.
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I have uploaded the wrong document, how do I upload the correct one?
Please advise your Customer Experience Coordinator. They will be able to remove the incorrect document for you, allowing you to upload the correct one.
Alternatively, you can send an email to your Customer Experience Coordinator with the correct document attached and they will upload it for you.
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I can only see my deposit payment in the payment tab. Why isn't my wire transfer for my balance showing in there as well?
Any card payments made using a secure online payment link will show on the ‘Payments’ tab in your Adventure Planner. Any other payment method – for example, wire transfers – will not automatically show there, but please be assured we update all payments on your statement, which is saved on the ‘Documents’ tab in your Adventure Planner.
Find out more about Payments & Documents.
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My fellow passenger(s) aren’t able to create an account in the Adventure Planner, why?
We need an email address for each individual passenger who would like access to the Adventure Planner. If your fellow passengers would like to log in, please share their email address/addresses with your Customer Experience Coordinator who will add them to our system. Your fellow passengers will then receive their own email with instructions on how to log in or they can refer to our step-by-step logging in instructions.
Access your Adventure Planner
Whether you've already logged in or you're ready to register, explore and make the most of everything it has to offer, your Adventure Planner is ready and waiting anytime you need to access it.
We are here to help you make the most of your pre-travel experience.