Once someone is set up as a guide, you assign them to the timeslots they're running from the Guides tab of the Calendar. Everyone on your team then sees who is on each trip.
In this article
Assigning a guide is a scheduling label, not an availability control. It does not change ticket availability, capacity, or pricing, and it's internal only. Guides never appear on customer-facing tickets or confirmation emails.
Assign a guide
- Open the Calendar and select the Guides tab.
- Find the timeslot you want to staff. Timeslots with nobody assigned show as dashed, unstaffed blocks. Use Show unstaffed slots in the sidebar if you don't see them.
- Select the block. In the New assignment panel, choose the guide or guides, and check the activity and time.
- Under Repeat, leave Does not repeat for a single trip, or pick Every day, Weekdays, or Specific days to assign the same guide across many dates at once.
- Select Add assignment.
The guide's name and color now show on that timeslot across the Calendar and the Manifest. A trip can have more than one guide, such as a lead and a support guide. Add as many as the timeslot needs.
Guides are assigned to the timeslot, not to each booking
A guide assignment belongs to the timeslot. Everyone booked on that activity at that time shares the same guide or guides, and you can't give one booking a different guide from another booking on the same timeslot. This is true for every capacity type, including activities whose availability depends on resources and private-style trips: if two parties are booked on the same activity at the same time, they're on the same timeslot and see the same guide assignment.
If you need different guides for different parties at the same time, use one of these:
- Set your guides up as resources. Add each guide as a resource in a group such as Guides, then add a resource requirement so each ticket reserves a guide. TripWorks then assigns a guide resource to each booking, availability stops when your guides are all taken, and you can move a guest to a different guide from the Manifest. A guide resource is separate from the person's team member account, so it doesn't appear on that guide's own schedule. See Resources and resource groups and Resource requirements.
- Split the departures. Run the groups as separate activities, or at different start times, and assign a guide to each timeslot.
Move or reassign a guide
Drag a guide's block to another timeslot or day to move the assignment. A toast appears afterward with Undo, so a slip of the mouse is easy to take back. If the assignment is part of a recurring schedule, you're asked whether the change applies to just this one or to the others in the schedule too.
Overlapping assignments
If a guide is already on another trip at the same time, the panel shows an Overlaps warning with the conflicting trips. Nothing is added until you decide. Select Assign anyway if you really do want them on both.
Try this
- Staff tomorrow. Open the Guides tab in Day or Week view, turn on Show unstaffed slots, and select each dashed block to assign someone.
- Put a guide on every weekday morning for a month. Select one of those blocks and set Repeat to Weekdays.
- Fix a mistake. Drag a guide's block to the right timeslot. If it isn't what you wanted, select Undo in the toast.
- Add a support guide. Open an already-staffed timeslot and add a second guide to it.
Frequently asked questions
Does assigning a guide change availability?
No. It's purely an internal label for who's running the trip. Availability, capacity, and pricing are unaffected.
Can guests see the assigned guide?
No. Guide assignments are internal only. They appear on your Calendar and Manifest, never on customer tickets or emails.
Can I put two guides on one trip?
Yes. Assign as many guides as a timeslot needs, for example a lead and a support guide.
Can we assign 2 different guides to bookings on the same timeslot?
Not with guide assignments. A guide is assigned to the timeslot, so every booking on that activity at that time shares the same guide or guides. You can put several guides on the timeslot, but you can't say "this party goes with Sam and that party goes with Alex." To split guests between guides, set your guides up as resources and add a resource requirement to the ticket types. Each booking is then assigned its own guide resource, and you can move guests between guides from the Manifest.
Does a private or resource-based trip get its own guide assignment?
Only if it's on its own timeslot. Guide assignments follow the timeslot, so two private parties booked on the same activity at the same time share one assignment. Give each party its own guide by using guide resources, or by running them as separate activities or at different start times.
Can I assign a guide to the same timeslot every week?
Yes. Set Repeat in the New assignment panel. For a full weekly pattern across a season, see See who's working & schedule guides.
What if I assign someone who is already working another trip?
You'll see an Overlaps warning listing the conflicting trips. Choose Assign anyway to go ahead, or pick a different guide.
Is there a report that shows guide assignments or how much each guide worked?
Not for guides assigned to timeslots. These assignments are a scheduling label, so they don't appear in Reports. To get a record of who ran which departures, turn on the Guide column on the Manifest and export each day to CSV. If you need guide usage in Reports (trips, guests, and minutes per guide), set your guides up as resources: the Resources reports under Reports then show each one. See Resources and resource groups.
Who can assign guides to timeslots?
Team members whose permission group includes Manage availabilities on experiences. Anyone who can view the Calendar can see who's assigned, but only that permission lets them add, move, or remove guide assignments.
Watch: scheduling guides
Schedule your guides in the Calendar: assign guides, set a recurring schedule such as Monday and Friday for the rest of the year, drag to reassign with undo, remove recurring assignments, and share or print a schedule.
Related
- See who's working & schedule guides
- Set up a guide
- How guides see their schedule
- Resources and resource groups
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