You staff trips from the Guides tab of the calendar. Click an open trip to assign a guide, set a guide's days for a whole season in one step, drag a shift to move it, and give each guide their schedule as a calendar link or a printout with check-in boxes.

The short version: Open the Calendar and choose Guides. Click an unstaffed block to assign a guide. For a guide who works fixed days, use New recurring schedule and set an end date. Drag shifts to change them, and share or print each guide's schedule from their menu.

Why this matters

Staffing trips one at a time is slow, and a guide who works the same days every week should not need a new assignment each time. Guides also need their schedule somewhere they will actually look. This tab handles all of it: the whole season in one step, fixes with a drag, and a calendar link or printout for each guide.

Before you start

• Your guides are added as team members, and your activities have timeslots.
• Open the Calendar and choose Guides on the bar across the top.

See who is working

The sidebar lists your guides and activities with checkboxes, so you choose what appears. Every assignment is a colored block, and Day, Week and Month change the span.

Staff an open trip

Turn on Show unstaffed slots and every trip that still needs a guide appears as a dashed block. Click one, choose the guide, and select Add assignment. The block becomes a solid shift.

Schedule a guide for the season

For a guide who works the same days every week:

1. Select New recurring schedule.
2. Choose the guide and the activities.
3. Under how often it runs, choose Specific days and leave on only the weekdays that guide works, for example Monday and Friday.
4. Set the Starts on and Ends on dates. You can also limit it to certain start times.
5. Check the line at the bottom, which tells you how many assignments will be added.
6. Select Create schedule.

Move a shift with a drag

In week view, drag a shift to another day. In day view, drag it onto another guide's column to hand it over. A dialog then asks how far the change reaches: Only this one, This and following, or All in schedule, with the number of events each affects. Choose, confirm, and the shift moves. The Undo link in the confirmation reverses it.

Remove a shift or a schedule

Click a shift and choose Delete. The same three choices appear, with the event count for each. Removing the last shift of a schedule removes the schedule, and Undo restores it.

Share a guide's schedule

Open the guide's menu in the sidebar and choose Share iCal link. Copy the link, or use the Apple, Google or Outlook buttons. After a guide adds it to their calendar, new assignments show up there on their own, on a phone or a watch. A toggle controls whether booking details are included.

Print a guide's schedule

Choose Print schedule from the same menu. Pick this week, next week or the next 14 days, every day or working days only, and portrait or landscape. Choose what each assignment shows, such as meeting point, booking notes, guest names, ticket types, waiver status and check-in boxes, and watch the preview update. Guest details appear only for people who can view bookings.

A worked example

A guide works Mondays and Fridays on your two morning tours through the end of the season. Create one recurring schedule for those days and both tours, and the season is staffed. One Friday she is sick: drag that Friday shift to another guide and choose Only this one, so the rest of her schedule is untouched. Send her the calendar link once and she sees every change on her phone.

Read it carefully

• Check the range before you confirm a move or delete. The dialog says whether it affects this one, this and following, or the whole schedule.
• Check the day circles and the assignment count before you create a recurring schedule.

FAQ

How do I schedule a guide for every Monday and Friday?

Open the Guides tab and select New recurring schedule. Choose the guide and the activities, pick Specific days with only Monday and Friday on, set an end date, check the assignment count, and select Create schedule.

How do I move a guide's shift to another day?

In week view, drag the shift to the new day. A dialog asks whether to move only this one, this and following, or the whole schedule. Choose, confirm, and use Undo if you change your mind.

Can a guide see their schedule on their phone?

Yes. Open the guide's menu, choose Share iCal link, and send the link. They add it to Apple Calendar, Google Calendar or Outlook, and new assignments appear on their own, including on a phone or watch.

Can I print a guide's schedule with check-in boxes?

Yes. Choose Print schedule from the guide's menu and turn on guest names, waiver status and check-in boxes. Guest details appear only for people who can view bookings.

Related lessons

• The Calendar: how the tabs fit together
• Managing Resources: set up the boats and vehicles your trips use
• Setting Up an Activity: create the activities and timeslots you staff

Learn more

• How guides see their schedule

Next step

Create one recurring schedule for a guide who works fixed days, then send them their calendar link.

Full video script

Welcome to TripWorks University. Today, we'll show you how to schedule your guides right inside the calendar, from filling an open trip to setting a whole season of shifts, with drag and drop, undo, and printable schedules.

Guide scheduling lives right inside the calendar, alongside your bookings, so you never have to bounce between tools to staff a trip.

Scheduling guides is as visual as it gets. Pick which guides and activities you want to see in the sidebar, and every assignment appears as a colored block on the calendar. Switch between day, week and month, and you can see at a glance who is working what, and where the gaps are.

Turn on unstaffed slots and every trip that still needs a guide shows up as a shadow block. Click one, choose a guide, and it is staffed. No more hunting through a list to find what you missed.

Here is where it gets powerful. Say your guide works Mondays and Fridays, and you want them on certain activities for the rest of the year. Open a new recurring schedule, choose the guide, and choose the activities. Pick specific days, and turn off everything except Monday and Friday. Set the end date for the end of the year, and before you save, TripWorks tells you exactly how many assignments it is about to create. One click, and the whole season is scheduled. Look at the calendar, and there they are, Friday after Friday.

Plans change, and rescheduling a guide is just a drag. Carry a shift across the week and the places it can land light up. Drop it on a new day and choose: just this one, this and everything after, or the whole series. Made a mistake? Undo brings it right back.

You can hand a shift to a different guide the same way. Drag it onto their column, confirm, and the assignment moves over. Same safety net: undo, and it is right back where it was.

Taking a guide off a recurring schedule? Click the shift and choose delete. Decide how much to remove: just this one, this and everything after, or the whole series, and see how many events that affects before you confirm. If it was the last shift, the schedule goes with it. Undo restores everything.

Each guide can subscribe to their own schedule. Copy their calendar link and it works in Apple, Google or Outlook. New assignments show up on their own, right on their phone, even on an Apple Watch.

Prefer paper? Print a guide's schedule for the week or the next two weeks, and choose what goes on the page: guest names, waiver status, and check-in boxes. You see a preview as you go. Hand it to the guide at the start of the day, and they have everything they need.

Thanks for watching TripWorks University. Visit tripworks.com to keep learning, explore the other lessons in the calendar series, and see how much easier running your day can be. We'll see you in the next lesson.