Product guide: Tours & calendar
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    Tours & calendar

    Build your tour catalog, plan departures, and keep booking details, documents, and exports together.

    Reusable tour templates

    Save the details and staffing requirements you use every time a tour runs.

    Who uses it
    Company managers
    Where to find it
    Tour templates

    Why it helps

    Create consistent departures without entering the same meeting point, duration, and requirements each time.

    How to use it

    1. Open Tour templates and add a template with a name, description, cover image, city, and meeting address.
    2. Set the duration, default start time, languages, tags, and number of staff positions. Use Show other roles for drivers, trip managers, cruise directors, suppliers, and other supported roles.
    3. Set the guide rate, tour price, notes, attachments, and cancellation policy as needed, then save.
    4. Select this template when adding a departure in Calendar. Open that departure to adjust its individual details.

    Example

    A Vienna walking tour has a two-hour duration, a museum meeting point, and one guide position. Reuse it for each departure instead of rebuilding it.

    Keep in mind: A template describes a tour product. A departure is an actual dated event. Staff positions (also called seats) refer to your team, not passenger capacity.

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    Shared calendar & filters

    See dated departures, assigned staff, and open positions in one planning workspace.

    Who uses it
    Company managers
    Where to find it
    Calendar

    Why it helps

    Give the operations team a shared view of what is scheduled and what still needs attention.

    How to use it

    1. Open Calendar and move to the date you want to plan. Use Today to return to the current period.
    2. On desktop, choose List, Group, or Grid and the date range controls available for that view.
    3. Use the search and filters to narrow the schedule. Select Hide full tours to show only tours with at least one position that has not been requested or confirmed.
    4. Open a departure to inspect or change its details and Team. Clear the filters to return to the wider schedule.

    Example

    Before a busy weekend, filter departures to one city and select Hide full tours to focus on coverage gaps.

    Keep in mind: Some view controls are available on desktop only. A requested position is awaiting a response; it is not yet confirmed.

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    Single departures & repeating series

    Create one departure or a batch of departures on selected weekdays.

    Who uses it
    Company managers
    Where to find it
    Calendar → Add

    Why it helps

    Prepare a regular schedule in one action instead of adding every date separately.

    How to use it

    1. In Calendar, use Add and select a tour template.
    2. For one departure, choose its date and start time.
    3. For a series, turn on Repeating?, select the date range, and clear any Week Days you do not need (all are selected by default). Times use your browser’s timezone.
    4. Choose whether to Assign manually, review the booking details, and create the series. Check the generated dates in Calendar.

    Example

    Create morning walking tours for every Monday, Wednesday, and Friday during the coming month.

    Keep in mind: Repeating creates departures for the selected range. Extend the schedule by creating another series when needed.

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    Multiday itineraries

    Plan a trip with separate daily times, locations, languages, and staff requirements.

    Who uses it
    Company managers
    Where to find it
    Calendar → Add → Multi-Day

    Why it helps

    Keep a trip together while allowing its daily operations to differ.

    How to use it

    1. In Calendar, select Add and open the Multi-Day tab.
    2. Enter the tour name and the start and end dates. EasyPlanning creates the multiday tour template for you.
    3. Review each daily entry: start and end time, location, meeting address, language, freelancer positions, and notes for that day.
    4. Add the trip details and documents, save, and review the resulting departures.

    Example

    A three-day itinerary needs a guide in Vienna on day one and a different meeting point and driver on day two.

    Keep in mind: Multiday trips are created through the itinerary form. The Excel import described in this guide does not import multiday itineraries.

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    Booking, voucher & partner details

    Keep references, customer details, vehicle needs, and tour prices with a departure.

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

    Why it helps

    Connect your staffing schedule to the booking information the operations team already uses.

    How to use it

    1. Open a departure in Calendar and review its date, language, address, and Team.
    2. Enter its Booking Number, Voucher Number, Partner, and Partner booking reference where applicable.
    3. Add customer names and countries under Customers Information, and set the vehicle type and tour price if needed.
    4. Save the departure and check the details shared with the assigned freelancer.

    Example

    Store your own voucher number and a travel agency’s booking reference on the same departure so the team can identify it in either system.

    Keep in mind: Partner fields are company-only. Customer names and countries are visible to freelancers who can see the tour, including before they are confirmed. A tour price is separate from the guide rate.

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    Documents & public or private notes

    Attach reusable tour documents and departure-specific files, with separate notes for the team and guides.

    Who uses it
    Company managers and assigned freelancers
    Where to find it
    Tour templates / Calendar → departure details

    Why it helps

    Keep the practical information for a tour with the tour itself.

    How to use it

    1. Add reusable files and Public Notes to the template, such as meeting instructions or a route document.
    2. Open a departure and add its specific files, such as a voucher or guest list.
    3. Use Private Notes for internal company information and Public Notes for instructions freelancers should read.
    4. Ask the confirmed freelancer to open the tour’s Documents and Details tabs before the departure.

    Example

    Keep a standard route map on the template and add the day’s entrance voucher to the individual departure.

    Keep in mind: Public Notes are shared with freelancers through tour details; “public” does not mean a publicly published web page. Keep internal information in Private Notes.

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    Excel schedule export

    Download a spreadsheet of departures for a selected period, filtered by language, template, city, or freelancer.

    Who uses it
    Company managers
    Where to find it
    Calendar → Export (desktop)

    Why it helps

    Share a schedule snapshot or use tour data in a spreadsheet workflow.

    How to use it

    1. On desktop, open Calendar and set the language, template, city, or freelancer filters you want to apply.
    2. Select Export, choose the date range, and set the file name.
    3. Download the .xlsx file and review it before sharing it.

    Example

    Export this month’s departures for one city to share an operations snapshot with a colleague.

    Keep in mind: The file is a snapshot. Editing the exported spreadsheet does not update EasyPlanning. Search and Hide full tours are not applied to the export. To export dates older than two months, select Old tours first.

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