Product guide: Staffing & assignments
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    Staffing & assignments

    Fill staff positions with requests or applications, handle cancellations, and follow what changed.

    Manual assignment requests

    Choose a freelancer for a staff position and track whether the request is confirmed.

    Who uses it
    Company managers and freelancers
    Where to find it
    Calendar → departure → Team

    Why it helps

    Keep control over a specific assignment while making the response visible to the team.

    How to use it

    1. Create a departure with Assign manually enabled when you want to choose staff yourself.
    2. Open the departure’s Team and select a freelancer for the appropriate role.
    3. Save the request. Selecting a freelancer initially sets the position to Requested.
    4. The freelancer accepts or declines from their schedule. Review the position’s status before treating the tour as fully staffed.

    Example

    Request your usual guide for a private tour, then check that the request has become Confirmed.

    Keep in mind: If the freelancer declines or does not respond in time, the position returns to free and the departure opens to applications. Managers can also edit a position’s status; use Confirmed only when the assignment is agreed.

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    Applications & allocation preview

    Let eligible freelancers apply, then review applications individually or prepare an allocation.

    Who uses it
    Company managers and freelancers
    Where to find it
    Applications / freelancer Calendar

    Why it helps

    Collect interest in open tours and review proposed staffing before committing it.

    How to use it

    1. Create departures without Assign manually so eligible freelancers can find open tours and apply.
    2. Open Applications in the company account. Filter by tour, freelancer, or dates, or turn on Show history to see handled applications.
    3. Accept or decline individual applications, or generate an automatic allocation preview for a tour.
    4. Review the proposed assignments and distribution, adjust the preview where needed, and use Submit to commit the allocation.

    Example

    Collect applications for a week of departures, inspect the proposed distribution, and submit once the staffing looks right.

    Keep in mind: Automatic allocation works with pending applications and free staff positions. It does not independently recruit guides who have not applied, and a preview does not confirm assignments until submitted.

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    Cancellation rules & replacements

    Set when freelancers may cancel and refill positions that become available.

    Who uses it
    Company managers and freelancers
    Where to find it
    Tour templates → Cancellation policy / Calendar

    Why it helps

    Make the cancellation boundary clear and keep replacement work visible.

    How to use it

    1. Open the tour template and set its Cancellation policy: no limit, a supported deadline, or no self-service cancellation.
    2. Freelancers can see the rule in their tour details and cancel an assignment when the policy allows it.
    3. An allowed cancellation frees the staff position. If the departure was assigned manually, it reopens to applications. Review it in Calendar and choose a replacement or handle new applications.
    4. If cancellation is blocked by the policy, the freelancer should contact the company to resolve it.

    Example

    Require cancellations at least 24 hours before a tour so operations can organize a replacement.

    Keep in mind: The deadline governs freelancer self-service cancellation. A cancellation does not guarantee that a replacement will be assigned automatically.

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    Tour comments & attachments

    Keep conversations attached to the departure they concern.

    Who uses it
    Company managers and confirmed freelancers
    Where to find it
    Calendar → departure comments / freelancer tour → Comments

    Why it helps

    Make operational questions and answers easier to find than in separate chat threads.

    How to use it

    1. Open the departure’s comments or chat area in the company account.
    2. Send a message about that tour and attach a file when needed.
    3. Once confirmed, the freelancer can take part through the Comments tab in the tour details.

    Example

    Confirm a changed meeting point in the tour conversation so the assigned team can find the discussion.

    Keep in mind: Use the tour’s saved details for the current schedule and meeting address as well as discussing the change in comments.

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    Departure history

    Review recorded actions for an individual departure.

    Who uses it
    Company managers
    Where to find it
    Calendar → departure → History

    Why it helps

    Understand how a departure’s staffing or details changed without reconstructing the sequence from messages.

    How to use it

    1. Open a departure in Calendar.
    2. Select History to review its recorded actions, including relevant assignment and cancellation events.
    3. Compare the history with the departure’s current details when investigating a change.

    Example

    After a guide cancels, open History to review the cancellation and subsequent assignment actions.

    Keep in mind: This is the history for a departure. It is not a promise of a company-wide compliance audit export or complete before-and-after values for every field.

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