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Assigning Guides

Guides are staff members who lead or assist with an experience session. Assigning guides helps you keep track of who is responsible for each trip, avoid double-booking your team, and give customers confidence that their session is staffed.

How Guide Assignment Works​

Guides are assigned at the session level, not the experience level. This means you can assign different staff members to different sessions of the same experience. For example, your Monday morning kayak tour might have one guide, while the Tuesday afternoon session has a different one.

You can assign multiple guides to a single session if the activity requires more than one person to lead it.

Prerequisites​

Before you can assign guides, you need to have staff members added to your account. See Adding Staff for details.

Any staff member in your account can be assigned as a guide — there is no special "guide" role required.

Assigning Guides to a New Session​

When you add a one-time session from the Availability tab:

  1. Click Add Availability on the experience detail page.
  2. Fill in the Date, Time, and Capacity.
  3. In the Guides selector, search for and select one or more staff members.
  4. Click Save.

The Add Availability panel showing fields for Date, Start time, Capacity, and the Guide(s) multi-select dropdown highlighted

Assigning Guides to an Existing Session​

  1. Go to the Availability tab on the experience detail page.
  2. Click the Edit icon on the session you want to update.
  3. In the edit modal, use the Guides selector to add or remove guides.
  4. Click Save.

Viewing Assigned Guides​

In the Availability Table​

The Guides column in the Availability table shows the names of all guides assigned to each session. If no guides are assigned, it shows "No guides assigned".

On the Calendar​

The Experience Calendar also shows guide names on each session, so you can see at a glance who is working each day.

Removing a Guide from a Session​

  1. Click the Edit icon on the session in the Availability table.
  2. In the Guides selector, remove the guide you want to unassign.
  3. Click Save.

Tips for Guide Management​

  • Assign guides early. This helps your team plan ahead and gives you time to find replacements if someone is unavailable.
  • Check the calendar view. The Experience Calendar gives you a visual overview of who is assigned where, making it easy to spot scheduling conflicts.
  • Use staff availability. If you have set up Staff Availability, check your team's availability before assigning them to sessions.
  • Multiple guides per session. For larger groups or activities that require extra supervision, assign more than one guide.