In TripWorks, you can set up team members—like guides, instructors, pilots, or crew—and assign them to your activities. Once assigned, they can be scheduled on trips, appear on the manifest and calendar, block off unavailable dates, and receive alerts when they’re booked. Guides can be added manually or automatically based on availability.  

This article explains how to set up your team members as guides so they can be scheduled, visible in manifests, and stay in sync with their assignments.

How to Set Up Team Members as Guides 

Step 1: Create a Group for Your Guides or Crew

First, create a Resource Group to represent your team of guides, instructors, or other staff. Follow this guide to create a Resource Group: How to Create Resources and Resource Groups.

Once your group is created, you can begin assigning users to it in the next step.
 

Step 2: Assign Team Members to the Group

Next, add individual users to your new group so they can be scheduled as part of your activities.

1. Go to More > Discover More

2. Choose Team Members

3. Select the team member you want to assign (e.g., a guide or pilot)
4. Choose Guide Groups 
5. Select the appropriate group from the list (e.g., “Guides”). If you have multiple groups, they’ll all appear here

6.  Select Save 

Next Steps 

Now that your team members are assigned to a guide group, complete the setup by linking that group to your activities. This ensures they’re properly scheduled and appear on the manifest when trips are booked. Learn how to Assign Resource Usages to Activities.

To help guides, pilots, or instructors stay organized, you can also set up calendar access so they can view all trips they’ve been scheduled on. Learn how to Subscribe to a Team Member Calendar.