TSA eSecure Flight Workflow and Reports

TSA eSecure Flight Workflow and Reports

The following instructions are recommended as best practice for processing trips, passengers, and crew/employees per the Twelve-Five security program utilizing the new TSA mandated eSecure Flight portal. Not all operations are the same, however, and this process may need to be customized to meet your exact needs. This workflow should only be temporarily needed as we continue to work towards an integrated and automated solution.

NOTE: Customers are responsible for registering an account with TSA to access the eSecure Flight portal and for ensuring trips, passengers, and crew/employees are properly vetted and screened.

Outlined below are two separate processes, one for submitting your crew/employees via the Transportation Vetting Portal and the other for handling and processing trips and passengers via the eSecure Flight Portal. Each process requires a separate report that will generate the information in a format that can be easily converted to a usable upload file for both sites. The trips and passenger process also includes suggestions on handling passengers within FOS. Both reports are attached to this article and can be added to your reports library. Should you need any assistance adding the reports, please contact FOS Tech Support.

Transportation Vetting Portal (Crew/Employees)
  1. Add the attached TSA TVP report (FOStsatvp_xls.rpt) under the Crewmember reporting group and set the export format to “Excel.”

  1. Open the Personnel module, filter the records appropriately to display your crew/employees that are required to be submitted to the TSA for vetting, and select “Crewmember Reports – All

  1. The report can be set to email to yourself, or it can be saved and exported to a folder of your choosing. Make sure to save the file as Excel. 
  2. The resulting file can then be uploaded to the TSA Transportation Vetting Portal



eSecure Flight Portal (Trips/Passengers)
  1. Add the attached TSA eSecure Flight report (FOStsaesf_xls.rpt) under the Scheduling reporting group and set the export format to “Excel.”


  1. Download the Passenger Data Template from the TSA eSecure Flight website. Save the file to your computer and it is recommended not to rename it. You will also need to disable the macros built into this spreadsheet. Right-click on the file, go to Properties, check the “Unblock” box and click Apply.

  1. The file contains two tabs that will be populated from the report generated in FOS, the “Flight(s)” and “Passenger Data.”

  1. Open the Scheduling module, and select any option under the ‘Report’ menu depending upon if you need to generate data for a specific trip (use this option when you need information for the entire trip or specific legs for one trip), ‘Selected Date’ (this will include all legs on that date), ‘Selected Leg’ (if you only need information for one specific leg), ‘Date Range’ (if sending information for multiple dates), or ‘Leg Range’ (this will generate data for all legs between the first leg you single-click on the Schedule and the last leg you single-click). 

  1. The report can be set to email to yourself, or it can be saved and exported to a folder of your choosing. Make sure to save the file as Excel. 
  2. The resulting file may then be used to paste information into the Passenger Data template file for upload into the TSA eSecure Flight website.
  3. Copy the information in the top half of the report and paste into the ‘Flight(s)’ tab of the Passenger Data Template. Note: The departure and arrival airports in the template are protected fields. If an airport does not exist in the Passenger Data Template, please contact the TSA. 


  1. Copy the information in the bottom half of the report and paste into the ‘Passenger Data’ tab of the Passenger Data Template.


  1. The Passenger Data template may then be uploaded to the eSecure Flight website.
  2. It is recommended that each passenger be assigned by leg, and not segment in FOS and once submitted to eSecure Flight a status be set to ‘CLRD’. If this status doesn’t already exist in FOS, a code may be created.

  1. With the status set, the trips are easily checked from the ‘Trip’ menu in FOS and the status of each passenger is displayed for each leg. If the Status has not been set, it is a reminder that passenger has not been uploaded to eSecure Flight.

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