Check-in for special-needs passengers

The SSR system in one paragraph

Special Service Request (SSR) codes are the airline-internal markers that flag a passenger needs something out of the ordinary. They were standardised by IATA decades ago. Each airline interprets them slightly differently, but the codes themselves are universal: WCHR for wheelchair-to-ramp, INFT for infant-on-lap, PETC for pet-in-cabin, etc. Adding any of these to the booking usually disables online check-in for that passenger and routes you to the desk.

Wheelchair assistance (WCHR / WCHS / WCHC)

Three SSR codes by mobility level:

• WCHR — passenger can walk short distances and stairs, needs help over long airport distances. Wheelchair to the gate.
• WCHS — passenger can walk short distances but not stairs. Wheelchair to the aircraft door.
• WCHC — fully immobile, needs lifting onto the aircraft. Highest-level assistance.

Booking flow:

1. Add the SSR at booking, not at check-in

   Most airlines require 48-hour advance notice for wheelchair assistance. Adding it on the day-of works inconsistently and risks delays at the airport.

2. Bring the assistance booking confirmation

   The airport assistance is operated by the airport, not the airline (PRM regulation in EU; ACAA in US). Show the confirmation to the assistance desk on arrival.

3. Travelling with your own wheelchair

   Up to 2 mobility devices fly free as checked items. Lithium-ion batteries: power chairs need to declare battery type (most are now lithium and require specific paperwork). Check the airline's "assistive devices" page.

4. Allow extra time

   Arrive 2.5–3 hours early. Airport assistance can be slow during peak.

Travelling with an infant

Two scenarios: infant on lap (under 2) or infant in own seat with car seat.

Infant on lap (INFT)

Most full-service carriers allow online check-in. Most low-cost (Ryanair, easyJet, Wizz) require desk check-in to issue the infant boarding pass.

• Birth certificate or passport required on long-haul; usually required on short-haul too.
• Cost: 10% of adult fare on most international, free on most domestic-EU.
• Cabin allowance: usually +1 small bag for infant items + 1 stroller free at the gate.
• Bassinets (CHBS code) on long-haul are first-come; request 60+ days out.

Infant in own seat (CHD with car seat)

Online check-in works for the seat. The car seat must be FAA-approved (USA) or have a "for use in aircraft" sticker (EU). Bring the manual.

Unaccompanied minor (UM / UMNR)

Always desk check-in. Airline staff hand-walks the child through the airport. Cost: €30–€100 each way per airline. Documentation: signed UM form, both parents' ID copies, full destination contact details.

Pets in cabin (PETC)

Pet-in-cabin is desk check-in everywhere. The agent weighs the carrier and confirms it fits under the seat.

• Weight limit — usually 8kg total (pet + carrier).
• Carrier dimensions — soft-sided 40x30x20 typically; check airline-specific.
• Documents — health certificate (less than 10 days old in EU), microchip, rabies vaccination, ISO compliant.
• Routes that ban pets — UK has restrictions on cabin pets (assistance dogs only); flights to Australia / NZ / Hawaii have quarantine procedures that prevent cabin travel.
• Cost — €40–€200 each way.

Service and emotional-support animals

• Trained service dogs (guide, mobility, medical alert) fly free in cabin on most airlines. Documentation: training organisation papers, vet certificate. Some carriers require 48-hour advance notice via the SSR code SVAN.
• Emotional-support animals are no longer accepted as service animals on most US carriers (2021 DOT rule change). They fly as pets at standard pet fees.

Medical equipment and conditions (MEDA, OXYG, CBBG)

Several SSR codes for medical needs:

• MEDA — passenger requires medical clearance before flying. Triggered by recent surgery (within 10 days), heart attack (last 6 weeks), severe respiratory conditions, late-stage pregnancy.
• OXYG — onboard medical oxygen. Most airlines provide if booked 48 hours ahead; few allow personal POCs (portable oxygen concentrators) only.
• CBBG — cabin baggage with extra seat (e.g., cello, large medical equipment). Requires booking the extra seat under "CBBG" name.
• BLND, DEAF — vision/hearing impaired, often combined with assistance.

MEDIF form: the medical clearance form your doctor completes for the airline. Required for MEDA. Submit at least 5 working days before flight. Most airlines have it on their special-assistance page.

Late-stage pregnancy

Standard rules:

• Up to 28 weeks — fly without restriction.
• 28–36 weeks — most airlines require a doctor's note ("fit to fly", less than 10 days old, confirming due date and that travel is safe).
• 36+ weeks — most airlines refuse boarding. Some allow up to 38 weeks for short-haul with strict doc requirements.
• Twins / multiples — limits drop 2–4 weeks earlier.

Online check-in works for early/mid pregnancy. Late stages may require desk verification of the doctor's letter.

Allergy and dietary needs

Special meals (VGML vegetarian, KSML kosher, HNML Hindu, GFML gluten-free, etc.) are added to the booking ahead — usually 48–72 hours before flight. They don't normally affect online check-in. The boarding pass shows the meal code so the cabin crew picks the right tray.

Severe allergies (e.g., nut allergy where airborne exposure is risk-relevant) — most airlines no longer make pre-flight cabin announcements. Contact the airline 48+ hours ahead to flag; some allow you to board first to wipe the seat area.

What "desk check-in required" actually means

1. Allow extra time

   Arrive 2 hours before short-haul, 3 hours before long-haul. The desk processes more slowly than the kiosk.

2. Bring all documents

   Passport, booking reference, plus any of: birth certificate (infant), MEDIF form (medical), doctor's letter (pregnancy), pet vet certificate (PETC), UM form (UMNR).

3. Use the dedicated assistance desk if available

   Larger airports have a "special assistance" or "PRM" desk separate from the main check-in queues. Faster than waiting in the standard line.

4. Do online APIS anyway

   Even if the airline rejects your full online check-in, you can usually still submit APIS data. That speeds the desk process.

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