Guides are internal team members—like instructors, crew, or pilots—who can be assigned to specific timeslots on your activities. Assigning a guide doesn’t affect ticket availability or pricing. It simply helps your team see who’s scheduled to lead or support a particular trip in the manifest and internal views.

Guides do not appear on customer-facing materials (like tickets or confirmation emails).

Step 1: Make Sure the Guide Is Set Up

Before assigning a guide to a time slot, they must be added as a team member and marked as a guide. See Setting Up Team Members as Guides.

Step 2: Assign the Guide to a Timeslot

Now that your guide is set up, here’s how to assign them to an activity:

1. Open the Calendar Week View 
2. Select the timeslot you want to assign 
3. Choose the Guides tab
4. Select the dropdown next to the guide(s) you want to assign and choose “Assigned”

Once assigned, the guide will appear in the internal trip view anytime a booking is made for that timeslot.

Handling Overlapping Assignments

If you try to assign a guide who's already on a different overlapping timeslot, TripWorks shows a warning instead of blocking you outright. The dialog tells you which experience the conflict is on, the date, and the time.

• Confirm — assign the guide anyway (both assignments are kept).
• Cancel — leave the existing assignment as is, no change made.

This is useful when the same guide legitimately covers two overlapping experiences — for example, when you run the same tour as separate "Basic" and "Pass" experiences but it's really one trip with one guide.

The same warning works for bulk guide assignment too. If any guide in the batch has a conflict, you'll see the dialog before the assignments are saved.

Conflict detection stays on by default — overlaps only happen when you explicitly confirm.

Notes

• A single time slot can have multiple guides assigned.
• Guide assignment is for internal reference only—it will not appear on customer tickets.
• Assigned guides can receive alerts when they’re booked. Learn how in Set Up Guide Alerts & Notifications.