Product guide: Getting started
Your first tour schedule
Start with one tour template, one departure, and a connected freelancer. Once the full workflow is familiar, add more tours and your wider team.
- 1
Set your company defaults
Sign in to the company account. In Settings → Company, review your timezone, currency, contact details, and default guide rate. Add operations colleagues in Settings → Managers.
Company setup guide → - 2
Invite and prepare your freelancers
Open Freelancers → Invite and send invitations by email or share the company link or code. Ask freelancers to complete their languages, cities, roles, and interests, then add availability and any blockouts.
Freelancer setup guide → - 3
Create a reusable tour template
Open Tour templates and define the tour: city, meeting address, languages, duration, tags, and required staff positions. Add useful notes and documents. Set the cancellation policy and guide rate.
Tour template guide → - 4
Add dated departures
In Calendar, use Add and select the template. Create a single departure or a repeating series with a date range and selected weekdays. Check the dates, start time, and booking details before saving. Times use your browser’s timezone; open the departure afterwards to change its language or other details.
Departure creation guide → - 5
Fill the staff positions
Choose your workflow: Assign manually lets you select freelancers and send requests; leaving it off lets eligible freelancers apply. Review requests or applications and confirm the assignments. A requested position is still awaiting a response.
Assignment guide → - 6
Check the freelancer’s view
Ask the confirmed freelancer to open their Calendar and tour details. Check the meeting point, public notes, customer details where applicable, and Documents. Use Comments for the tour conversation and Reports to review coverage and workload.
Freelancer workspace guide →
Bringing an existing schedule?
If confirmed tour import is enabled for your company, review and import a .xlsx file from Calendar. Connect your freelancers first so guide emails can match correctly. The import has a review step for dates, cities, templates, and assignments.
Read the Excel import guide →