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Tour guides Growth+
Tour guides lets you keep guide profiles, assign guides to departures and show them on your tour pages. Guides get an email when someone books, and a personal schedule link with their upcoming departures, the manifest and check-in status. Certifications, time off and pay rates are tracked in one place.
At a glance
- Plan: Growth and Scale
- Category: Operations
- Where: Console › Plugins › Tour guides, and Tour guides in the main sidebar
How it works
What the traveller sees
On tour pages, a "Meet your guide" section with the assigned guide's name, photo, bio and the other profile fields you choose. The guide also appears on the booking confirmation.
What the guide sees
- An email when a booking on their departure is confirmed, with the traveller count and booking details.
- Optionally, an email when a booking is cancelled.
- A personal schedule link: a mobile page with their upcoming departures, the manifest, check-in and waiver status. No login is needed.
What your team sees
- Tour guides: guide profiles, upcoming assignments and certifications to renew.
- Assignments: upcoming departures with or without a guide, with suggested guides.
- Payouts: what each guide is owed, based on their pay rates.
Turn it on
- Go to Console › Plugins.
- Find Tour guides and flip its switch on.
- Select Configure to choose what shows on tour pages and which emails guides get, then Save.
- Open Tour guides in the sidebar and select Add guide.
Settings
Tour page
| Setting | What it does | Default |
|---|---|---|
| Show assigned guide on the tour page | Displays the guide's name, photo and bio in a "Meet your guide" section. | On |
| Profile fields shown on tour page | Any of: Name, Photo, Bio / About, Languages spoken, Years of experience, Certifications, Social / website link. | Name, Photo, Bio, Languages spoken |
Guide emails
| Setting | What it does | Default |
|---|---|---|
| Email guide when a booking is confirmed | Sends the assigned guide a summary with the traveller count and booking details. | On |
| Email guide when a booking is cancelled | Lets the guide know the group got smaller. | Off |
| Guide notification intro text | Shown at the top of the notification email sent to guides. | "A new booking has been made for one of your tours. Here are the details:" |
Guide app
| Setting | What it does | Default |
|---|---|---|
| Guides get a personal schedule link | A mobile page with their upcoming departures, the manifest, check-in and waiver status. No login; you can replace a guide's link at any time. | On |
Add a guide
- Go to Tour guides and select Add guide.
- Enter their Full name, Role (e.g. Lead guide), Email (for booking notifications) and Phone.
- Add a Bio, Photo URL, Languages spoken and Years of experience.
- Add Skills (comma-separated, e.g. Trekking, Rafting). These are used to suggest guides for a departure.
- Add Certifications (first aid, mountain leader, licences…) with their expiry dates, so you're warned in time.
- Optionally set the Guide's usual rate, per departure or per day (multi-day tours count each day).
- Select Save changes.
Assign a guide to a departure
- Go to Tour guides › Assignments. Filter to Without a guide only to see gaps.
- Select Assign guide on a departure.
- Pick from Suggested guides. Suggestions are ranked by language, skill, availability and workload.
- Select Assign guide.
Tourtify stops you double-booking a guide who is on another departure at that time. Guides on time off aren't suggested. To use one anyway, tick Assign during their time off and select Assign anyway.
Time off and certifications
- Add time off on a guide's profile to block dates. Guides on time off aren't suggested for departures.
- The Certifications to renew list shows certifications that have expired or expire within 30 days.
Schedule links
Each guide's profile has a Schedule link. Use Copy to send it to them. If a link is shared by mistake, select New link: the old one stops working.
Payouts
Tour guides › Payouts totals what each guide is owed for their assignments in a period, using the rate on the guide or on the assignment. Assignments without a pay rate are flagged as unpriced: set a rate on the guide or the assignment. Download a CSV for your accounts.
Good to know
- Removing a guide deletes their profile. Past assignments are kept for your records.
- Turning the plugin off stops guide emails and guide details on tour pages. Guides and assignments are kept.