Guide Management
Assign and unassign guides to tour slots, track workload across the week, and understand what each guide sees in their own view.
Assigning & Unassigning Guides
Click any tour card in the calendar to open the detail sidebar. The Team section lists every member of your organisation. Use the green button to assign a guide, and the red button to remove them.
Row colours
The list is sorted automatically: assigned guides first (confirmed or pending), then available ones, then guides who previously declined this slot, then everyone else — so the most relevant people are always at the top.
Guide Confirmation
Being assigned to a slot — whether an admin/manager does it here, or Auto Assign does it automatically — doesn't confirm coverage by itself. The guide still has to confirm it themselves: a Confirm and a Decline button appear directly on their own tour card in the calendar for as long as it's pending.
Each row in the Team list also shows when this happened — Pending, assigned Sep 26, 14:30 or Confirmed Sep 26, 15:01, for example — in the organization's own timezone, not the viewer's. For a guide who backed out, the row also says how long before the tour started they did it, e.g. Declined Oct 6, 10:00 · 2 h 15 min before start.
Stepping back from a confirmed tour
A guide can back out after confirming too — and also when the organization has turned off tour confirmations, where assignments are confirmed straight away. On the calendar, the guide taps their own confirmed (green) tour card to open a small My tour window: the tour, its date and time, when they confirmed, and how long until it starts. Can't lead this tour there, followed by a confirmation step, releases the slot.
A guide can step back any time until the tour starts — after that the button is gone. There is no minimum notice; instead the timing is visible to the team, in the Team list as above and in the Guide Declined alert emails.
An admin or manager who leads a tour themselves does the same from the slot panel: on their own row in the Team list, the red button reads Can't lead this tour instead of Unassign (until the tour starts) and opens the same window, so their cancellation is recorded and timed too. Everyone else's row keeps the plain Unassign button.
Workload indicator
Each row in the Team list includes a small progress bar showing how many slots this guide leads during the current week, relative to the busiest guide. This makes it easy to distribute work evenly at a glance.
Bar colour
Assigned guide on the tour card
Once a guide is assigned, their initials appear directly on the tour card in the calendar so you can see coverage without opening the sidebar. If no guide is assigned the card shows a highlighted ? as a visual reminder. See Tour Management for a full breakdown of what each part of the tour card displays.
What guides see
Guides have a read-only view of the calendar. They can only see tour cards for slots they are assigned to — unassigned slots from other guides are hidden entirely.
Guides tap their own confirmed, upcoming tour to open the My tour window — see Stepping back from a confirmed tour above. They don't see the full team list or any management controls.
Guide availability
The blue highlight in the Team list comes from each guide's own availability schedule. Guides set the time windows when they are free to lead tours, and the system surfaces that information to admins and managers in the sidebar — so you always know who is actually available before assigning.
Learn how guides configure their own availability in Availability.