When you need the big picture rather than one trip, the Guides tab of the schedule grid lays out a whole date range at once: every departure, who's on it, and which ones nobody is covering yet.
In this article
To open it, go to the Calendar, select the edit (pencil) icon in the top right, and choose the Guides tab. The grid opens on the current week; use the date range at the top left, or the arrows either side of it, to move through the season.
Two ways to read the same week
The Group by control switches between two pivots of the same data. Which one you want depends on the question you're asking.
By activity: which departures need a guide
Each row is an activity at a specific start time, and each column is a date. A cell shows the guides on that departure, or a dash when nobody is assigned. Scanning a column top to bottom tells you what's still unstaffed for that day, which is the view you want when you're filling holes in next week's roster.
By guide: what one person's week looks like
Each row is a guide and each cell lists the trips they're on that day, with the start time and activity name. Days with nothing scheduled show a dash, so an empty row is someone with a free week. Where a guide has more than two trips in a day, the cell shows the first two and a +N more summary; hover it to see the rest.
This is the view for workload questions: who's carrying the week, who's underused, and who has a gap you can fill.
Narrow the grid down
Two controls cut the grid down to what you care about:
- Filter (the funnel icon) opens the filter window. Anything you apply appears as a pill under the tab bar, and each pill has an × to clear that one filter. Clear All removes them in one go.
- Group by switches the pivot, as above. The filters you've set stay applied when you switch.
Filtering by guide is the quickest way to answer "what is Sarah doing next week": filter to her, then group By guide.
Make changes from here
The Guides tab isn't read-only. Select any cell, or several, and an action bar appears with Assign guide and Block out. There's also a New recurring schedule button in the top right for standing weekly patterns. All three are covered in Assign guides in bulk & set recurring schedules.
To change a single departure, it's usually faster to open that timeslot on the calendar and use its Guides tab. See Assign a guide to a timeslot.
Where time off shows
The Guides tab shows assignments, not availability. A guide with time off booked looks the same here as a guide with a genuinely free day: both are a dash.
To see time off, use either of these:
- Setup → Run your day → Guides: the roster's Time off column counts each guide's current and upcoming time-off windows.
- A guide's Availability tab: the actual dates, and their upcoming assignments alongside.
Check one of those before you commit to a week's staffing. See Set up a guide.
Frequently asked questions
How do I see who's working on a given day?
Open the Calendar, select the edit (pencil) icon, and choose the Guides tab. Set the date range to that day or the week around it. Grouped by activity you see every departure and who's on it; grouped by guide you see each person's day.
How do I find departures with no guide assigned?
Group the Guides tab by activity and look for cells showing a dash: those are departures nobody is assigned to yet. Select them and use Assign guide to staff them without leaving the grid.
Why does a cell say "+2 more"?
That guide has more trips that day than the cell can show. Grouped by guide, each cell lists the first two assignments and collapses the rest into a "+N more" summary. Hover it to see the full list for that day.
Does the Guides tab show time off?
No. It shows assignments only, so a day off and a free day both appear as a dash. Time off lives on the Guides roster under Setup, in the Time off column, and on each guide's Availability tab.
Can I see one guide's schedule on its own?
Yes. Open the filter window, filter to that guide, and group by guide. You'll get their row across the whole date range. A guide signed in to their own account can also see the trips they're on directly.
How far ahead can I look?
As far as your schedule is built. The date range picker at the top left takes any range, and the arrows either side of it step forward and back by the length of the range you've chosen, so a week view moves a week at a time.
Related
- Assign guides in bulk & set recurring schedules
- Assign a guide to a timeslot
- How guides see their schedule
Built for attractions, tours & activities
See the whole schedule at a glance
See how attractions, tours, and activities staff their days on TripWorks. Book a demo and make the switch.