By default a team member who can open the calendar and manifest sees every trip. For guides that's often more than you want: a part-time captain doesn't need to see who another boat is carrying, and a guest's details shouldn't be visible to everyone on the roster. TripWorks has two built-in permission groups for this. Put a guide in Guide and they see only the trips they're assigned to. Put a guide who runs the schedule in Guide Manager and they see everyone's.
In this article
Learn how to manage permission groups
The two groups
Both groups are built in and maintained by TripWorks, so they appear in every account. You can choose who is in them, but their names and permissions are locked.
| Guide | Guide Manager | |
|---|---|---|
| Who it's for | Guides, captains, pilots and crew who just run trips | A lead guide or scheduler who staffs the trips |
| Trips they see | Only the trips they're assigned to | Every trip |
| Calendar | The Bookings tab only | All tabs, including the Guides tab |
| Manifest | Their own trips: Table, Timeline and Seats | Every trip |
| Can assign guides and edit schedules | No | Yes |
| Can add and manage guides | No | Yes, with a Manage guides button on the calendar |
| Where they land after signing in | Manifest | Manifest |
The wording follows your account. If you call guides "Pilots" or "Captains," the groups still appear as Guide and Guide Manager, and your own word is used in the menus and the calendar.
How the limit works
The limit isn't a switch you turn on for a group. TripWorks applies it to a person when both of these are true:
- They are enabled as a guide. See Set up a guide.
- None of their permission groups includes Manage availabilities on experiences.
The Guide group is built on that rule: it has what a guide needs to do the job (view the calendar and manifest, comment on trips, flag trips, and edit custom field values) and leaves out the permission to manage schedules. The Guide Manager group includes it, which is why that group isn't limited.
Because access from groups adds together, a limited guide stops being limited the moment they're added to any group that includes Manage availabilities on experiences. That includes Owner and Manager. An owner who is also a guide sees everything.
Set up a guide with limited access
- Open Setup Your team Team Users and open the guide's team-member record.
- Under permission groups, add Guide. Remove any broader group the person no longer needs, such as Manager.
- Check that the person is enabled as a guide on the Guides screen. The limit applies only to people with guide status on.
- Assign the guide to their trips from the calendar. A limited guide sees nothing until they're assigned, so an empty calendar on a new guide is normal.
You can also add people to a group from the other side: open Setup Your team Permission Groups, open Guide and use the members tab.
What a limited guide sees
- Calendar: only the Bookings tab. The Guides, Capacity, Availability, Heatmap and Status tabs aren't offered, and the trips shown are the ones they're assigned to.
- Manifest: the Table, Timeline and Seats views show only the timeslots they're assigned to. Opening another timeslot is refused rather than shown empty.
- Search: the search bar returns only their own trips and the guests on them.
- Other guides: a guide's own name is the only one listed. Other guides' assignments and time off are hidden.
- Menu: only the pages their group allows. With the Guide group that is the Calendar and Manifest. After signing in, they land on the Manifest instead of the dashboard.
The limit covers the calendar, the manifest and the screens that read from them. It does not hide pages that other permissions open. If a guide is also in a group with View Trips, they can open Sales and see every booking, along with Customers and Messages if that group allows them. Keep guides out of groups that include those permissions if you want them limited to their own trips.
Give a lead guide the whole picture
Add the person to Guide Manager instead of Guide. They can assign guides, set recurring schedules, add and manage guides, and see every trip. They still don't see company settings, reports or finance pages unless another group gives them access.
If you want someone who sees everyone's trips but can't change the schedule, use a custom group. See Permission groups.
Examples
- Keep a part-time captain to their own boat. Add them to Guide. On their next sign-in they open the Manifest and see only the departures they're assigned to.
- Promote your head guide to run the schedule. Move them from Guide to Guide Manager. They now see every trip, and the Guides tab and Manage guides button appear.
- Check why a guide sees nothing. Open the calendar as an owner and confirm the guide is assigned to a timeslot on that date.
- Find out why a guide still sees everyone's trips. Open their team-member record and look for a second group that includes Manage availabilities on experiences, such as Manager.
Frequently asked questions
Does a guide need the Guide group to be limited?
No. The limit follows the rule above, not the group's name. Any guide whose groups don't include Manage availabilities on experiences is limited. The Guide group is the simplest way to set that up, and a custom group built the same way behaves the same.
My guide is in the Guide group but still sees every trip. Why?
Check two things. First, that they're enabled as a guide on the Guides screen. Second, that they aren't also in a group such as Manager or Owner, because any group with Manage availabilities on experiences lifts the limit.
A guide can't see anything on the calendar. Is that a bug?
Usually not. A limited guide sees only the timeslots they're assigned to, so until someone assigns them, the calendar and manifest are empty. If they are assigned and still see nothing, confirm their group includes View the daily manifest and View calendar in the Dashboard.
Can a limited guide see sales, customers or reports?
Only if one of their groups allows it. The Guide group doesn't include View Trips, so the Sales page isn't in their menu. If you add a group that does include it, they can see every booking on that page.
Can I change the permissions in the Guide group?
No. The Guide and Guide Manager groups are built in, so their names and permissions are locked. To tailor access, create your own group with the permissions you want. Keep Manage availabilities on experiences out of it if you want guides in it to stay limited.
Can a limited guide take bookings?
A guide who also takes bookings needs a group that includes Manage availabilities on experiences, such as Manager. Without it, the booking screens list only the timeslots they're assigned to, so they can't book a timeslot that has no guide yet. Note that this permission also lets them edit timeslots and capacity.
Can a guide still get their schedule in their own calendar app?
Yes. Their personal schedule feed lists their own assigned trips. See How guides see their schedule.
Does this limit what reaches me through the API or integrations?
No. The limit applies to a person signed in to TripWorks. Integrations that use API credentials aren't a signed-in guide, so they aren't limited by it.
I already have my own "Guides" or "Captain" group. Do I have to change it?
No. Your own groups keep the permissions you gave them. Someone in a custom guide group is limited if that group leaves out Manage availabilities on experiences, and not limited if it includes it. Move people into the built-in Guide group when you want TripWorks to maintain the permissions for you. Your own group and the built-in one may both appear in the group list when they share a name. Remove the one you don't need.
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