Product guide: All features
EasyPlanning product guide
What can EasyPlanning do?
Plan departures, coordinate freelance guides, and keep day-to-day tour operations in one workspace. Explore every feature below, then open a guide for instructions and a practical example.
Set up your first schedule
Follow a practical path from company setup to a confirmed departure.
Fill positions with requests or applications
Send requests to chosen freelancers or let eligible freelancers apply.
Work as a freelancer
Set availability, respond to requests, and find your tour information.
Feature catalog
Browse by area or search for a task. Excel import is enabled separately for each company.
Showing 24 of 24 features
Tours & calendar
Reusable tour templates
Save the details and staffing requirements you use every time a tour runs.
Where: Tour templates
How it worksTours & calendar
Shared calendar & filters
See dated departures, assigned staff, and open positions in one planning workspace.
Where: Calendar
How it worksTours & calendar
Single departures & repeating series
Create one departure or a batch of departures on selected weekdays.
Where: Calendar → Add
How it worksTours & calendar
Multiday itineraries
Plan a trip with separate daily times, locations, languages, and staff requirements.
Where: Calendar → Add → Multi-Day
How it worksTours & calendar
Booking, voucher & partner details
Keep references, customer details, vehicle needs, and tour prices with a departure.
Where: Calendar → departure details
How it worksTours & calendar
Documents & public or private notes
Attach reusable tour documents and departure-specific files, with separate notes for the team and guides.
Where: Tour templates / Calendar → departure details
How it worksTours & calendar
Excel schedule export
Download a spreadsheet of departures for a selected period, filtered by language, template, city, or freelancer.
Where: Calendar → Export (desktop)
How it worksFreelancer team
Freelancer invitations & profiles
Invite freelancers and keep their languages, cities, roles, and interests in one place.
Where: Freelancers → Invite / freelancer Settings
How it worksFreelancer team
Freelancer ratings & profile editing
Maintain a company rating and review the profile information used for staffing.
Where: Freelancers → Edit Freelancer
How it worksFreelancer team
Freelancer groups & tour tags
Organize your team into groups and describe tours with company-defined tags.
Where: Freelancers → Groups / Settings → Tour Tags
How it worksStaffing & assignments
Manual assignment requests
Choose a freelancer for a staff position and track whether the request is confirmed.
Where: Calendar → departure → Team
How it worksStaffing & assignments
Applications & allocation preview
Let eligible freelancers apply, then review applications individually or prepare an allocation.
Where: Applications / freelancer Calendar
How it worksStaffing & assignments
Cancellation rules & replacements
Set when freelancers may cancel and refill positions that become available.
Where: Tour templates → Cancellation policy / Calendar
How it worksStaffing & assignments
Tour comments & attachments
Keep conversations attached to the departure they concern.
Where: Calendar → departure comments / freelancer tour → Comments
How it worksStaffing & assignments
Departure history
Review recorded actions for an individual departure.
Where: Calendar → departure → History
How it worksReports
Coverage, workload & guide cost reports
Review fill rate, tour activity, guide hours and costs, applications, and cancellations.
Where: Reports
How it worksReports
Free time & utilization
Explore available capacity, scheduled tour hours, and blockout time by period or freelancer.
Where: Reports → Utilization / Free Time
How it worksSettings & API keys
Company settings, managers & rates
Set up company details, timezone, currency, guide rate defaults, and manager access.
Where: Settings → Company / Managers
How it worksSettings & API keys
External AI assistants through MCP
Connect a compatible assistant to company tour and scheduling tools using an API key.
Where: Settings → API Keys
How it worksExcel import
Confirmed tour import from Excel
Review a .xlsx file and import confirmed departures with matched guides and booking references.
Where: Calendar → Import
Enabled per company
How it worksFor freelancers
Freelancer calendar & tour details
Give freelancers their own browser-based workspace for tours, requests, and applications.
Where: Freelancer Calendar
How it worksFor freelancers
Availability, time off & travel buffers
Freelancers declare working windows and block out time when they cannot work.
Where: Freelancer Settings → Availabilities / Blockouts
How it worksFor freelancers
Personal tours for outside work
Freelancers record work outside EasyPlanning so that time is marked busy.
Where: Freelancer Calendar → Personal tour
How it worksFor freelancers
Notifications, reminders & calendar invites
Receive scheduling updates in the app and by email, with calendar files for supported tour emails.
Where: Notifications / freelancer Settings → Notifications
How it worksFeatures you may have missed
Explore tour documents, freelancer groups, cancellation policies, partner references, and capacity reports. These are useful next stops if you already use the calendar and basic assignments.
Read the product update about documents, groups, and cancellation deadlines