Passenger and crew data reporting requirements continue to expand worldwide. While API and specifically PNR obligations are mostly associated with passengers, many countries also require operators to submit information about crew members.

These rules are not standardized. Depending on the country, requirements may differ. To help operators understand and manage these obligations, Streamlane has created a practical Crew Declaration Guide, covering country-specific crew reporting requirements across multiple regions.

Understanding API, PNR and Crew Declarations

Advance Passenger Information, or API, generally includes flight details and identification information collected at check-in or boarding, such as passport data. It is primarily used by border and immigration authorities to screen travellers before arrival or departure. Although API is mainly associated with passengers, some countries also require operators to submit API data for crew members.

Passenger Name Record, or PNR, relates to the flight booking. It may include itinerary information, passenger identity and contact details, connected routes and information about other travellers included in the same booking. PNR is generally used by law-enforcement authorities for security, crime prevention and investigation purposes.

PNR data is passenger-specific. However, certain countries still require operators to send a PNR message for flights with no passengers, referred to as zero-pax or ferry flights.

Crew Reporting Requirements Vary by Country

There is no single global process for crew declarations.

Depending on the destination, operators may be required to transmit:

  • crew API data;
  • crew API together with a zero-passenger PNR message;
  • or a zero-passenger PNR message only.

The operational scope also differs. Some requirements apply only to international flights, while others cover all arrivals and departures or, in certain cases, domestic flights as well.

Submission timelines can range from several days before departure to the moment of departure. Some authorities also require additional transmissions whenever crew details or flight information change.

These differences make it essential for operators to verify the applicable rules before every operation.

What Is Included in the Crew Declaration Guide?

The Streamlane Crew Declaration Guide provides a country-by-country overview of the main crew reporting obligations across Europe, the Middle East, Africa, Asia and the Americas.

For each country, the guide identifies:

  • the flights subject to transmission;
  • the type of data required;
  • the applicable reporting timeline;
  • whether domestic flights are included;
  • whether reporting is required for crew-only flights;
  • and the relevant authority contact details.

The guide is designed to help operations teams quickly identify whether crew data must be declared and which transmission may be required for a specific flight.

Automate Crew Declarations with Streamlane

Streamlane automates passenger and crew data declarations through a single compliance platform. Flight, passenger and crew data is collected directly from the operator’s flight management system or from Streamlane’s GOVlink web portal, then transmitted securely and automatically to the relevant State authorities at the relevant reporting milestones.

By automating these transmissions, operators reduce the risk of missed deadlines, incorrect submissions and non-compliance. Streamlane also monitors evolving reporting requirements, allowing operations teams to save time tracking regulatory changes and focus on flight operations. More information on our API-PNR service.