The operations calendar: tours, bookings and staff by day
The Operations calendar shows every activity day by day: what runs, who booked it and who works it. Open it from Operations calendar in the menu to staff your tours and plan each day.
What it shows
Each day lists its activities by start time, each with its booking or passengers and its jobs, such as Guide and Vehicle, with their providers and costs.
Group tour
A departure with its groups. 8 / 14 (6) means 8 of 14 seats booked, 6 left.
Private tour
One booking with its own departure, and where to pick the customers up.
Custom item
An extra line of a booking, such as a lunch or a transfer.
Lodging
A hotel stay sold with the booking (see lodging).
A click on a date adds a note, blocks the date or adds a price adjustment.
The toolbar
The dates at the top left set the days you see, a year at most. The menu (⋮) beside them holds:
- Hide: Empty days, Empty groups, Notes or Costs.
- Filter: some tours or providers, the jobs with an Unset provider, a tag, or the Overlapping jobs.
- Add note: a note on a day.
- Export: what you see, as an Excel file with a passenger sheet for each group.
Work offers, at the top right, offers jobs without a provider to several providers at once (see work offers). Crew map appears beside it while someone shares their position (see location sharing).
Notes
A note has a Title, and if you like Content and a Time. Public shows it to all staff; otherwise only you see it. A note with a time can also go to your Google Calendar.
Change a start time
Click an activity's start time to open Edit time. On a private tour or a custom item it changes that booking; on a group tour it changes the departure, for every booking on it.
Copy a provider's schedule
Click a provider's name and choose Copy activities: their jobs in the days you see are copied as text, ready to paste into a message. To e-mail or text them instead, see assign guides and drivers.
What the marks mean
UNSET, or a pink activity
Something is missing, such as a provider, the lodging or a passenger detail.
A coloured frame
The booking isn't paid in full: Not confirmed, Unpaid or Deposit paid.
Overlapping jobs
The provider has another job at the same time.
An envelope with a number
How many providers haven't answered a work offer for the job yet.
Resources
The activity uses resources; Resource overbooked means one ran out.
Out of service
Under a date: units of a resource that can't be used that day.
Duration out of date
The tour's duration changed: click the icon, then Match tour setting.
Sharing their position
A guide or driver shares where they are: click the icon for the Crew map.
What your guides and drivers see
Your guides and drivers see only their own jobs, under My calendar and in TourTask Crew.