Special notes when checking in for a group flight

May 22, 2025
Travel Experience

Check-in as a group can be easy if you follow the right steps. Avoid delays, missing luggage, and last-minute chaos with this clear and practical guide.

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It is not uncommon for travelers flying as a group to encounter problems. Some members make it to the boarding gate while others are still stuck at the counter. Baggage tags get mixed up. A child is denied boarding because the accompanying adult has not completed procedures. Such issues are frequent, especially during peak travel times or among first-time flyers in large groups. Understanding and following the correct group check-in process is the easiest way to avoid getting separated, facing complications, or incurring unnecessary costs.

Check-in procedures for group travel differ significantly from individual travel. Each person may carry different documents, have separate luggage, or want a specific seat. Without prior coordination, the group may become fragmented, resulting in delays, missed flights, forgotten items, or having to pay for additional services. In some cases, passengers may even be denied boarding. Therefore, mastering the group check-in process is essential, especially when traveling with elderly passengers, children, foreigners, or those unfamiliar with technology.

The first step is to assign a group coordinator. For small groups of five or fewer, check-in can be done using one device or at one counter. For larger groups, it is best to decide beforehand whether to check in online, individually, or together at the airport. If the group shares one booking code (PNR), the check-in process will be much faster and more streamlined.

All passengers must have valid identification before check-in. Vietnamese citizens need a valid national ID card. Children under 14 may use a birth certificate or passport. Foreign passengers must present a valid passport and visa. Airlines will not allow check-in for anyone without proper documentation or with mismatched names.

If checking in online, travelers should do so 3 to 24 hours before departure, depending on the airline. For groups with one shared booking code, checking in from a single device helps ensure nearby seating. Names must match the identification documents exactly. Be sure to confirm whether any member has checked luggage. Save the QR codes as images on each phone instead of relying on internet access to retrieve them later.

If using airport kiosks, the group may have one member enter the booking code first, then scan each passenger’s ID. If the airline does not allow group check-in at kiosks, each person must check in separately. Some airports such as Noi Bai and Tan Son Nhat have designated group check-in areas, but advance registration with the airline or tour provider is usually required.

Check-in at the counter remains the safest option for groups with elderly passengers, children, foreigners, first-time travelers, or large luggage. Arrive at least two hours early for domestic flights and three hours for international ones. Avoid splitting up in the check-in line, as it may result in complications like some luggage being processed while other passengers are still in line.

Common mistakes that cause major setbacks include entering the wrong name, not confirming the QR code after online check-in, arriving after the check-in counter has closed, carrying oversized luggage without prior booking, or using incorrect documents. These issues can lead to denied boarding and delays for the entire group.

Groups with children or passengers needing assistance should notify the airline in advance to arrange priority service. Children not traveling with a parent must have a certified authorization letter. Foreign passengers should ensure passport and visa validity. Any issue with travel documents can result in immediate refusal at the counter.

To reduce risks, keep all flight information in one place. Use a shared folder, chat group, or email thread to store tickets and updates. If there are schedule changes or a need to re-check-in due to delays, the group leader should monitor all notifications and direct members accordingly.

A simple tip is to mark shared luggage with colored ribbons or stickers for easier identification. Avoid combining items from multiple passengers in one suitcase, as this can cause more problems if the bag is lost or delayed.

Some airlines offer special policies for groups of ten or more, such as priority check-in, free baggage pooling, or seat selection support. These benefits require advance booking between 48 hours and 7 days before the flight, depending on the airline. For international flights, check regulations on health declarations, transit visas, and entry requirements at the destination.

At the boarding gate, the group should line up together to keep track of all members. If someone tends to get motion sickness or needs assistance, choose seats near the front or near emergency exits. Some airlines allow free seat selection for group bookings, but others charge extra.

A frequent issue is one member arriving late while the rest have already entered the departure area. In such cases, inform airport staff immediately. While they may try to help, chances of holding the flight are slim once the gate closes. The late passenger should go straight to the check-in counter without delay.

In summary, group check-in for flights is manageable with proper preparation. The key is to agree on a plan, arrive early, check documents carefully, and avoid letting each person handle things alone. One person’s mistake can affect the entire group. Act as a team and manage the process like a professional.

Key tips to remember