When you need the big picture — who's working when, where the gaps are, who's off — pivot the calendar to show your guides. From there you can staff a single day or set up a whole recurring schedule.
In this article
Group the calendar by guide
The Guides roster gives you a quick read on each guide's status, upcoming trips, and time off:
For the day-by-day view, open the Calendar and set Group by → Guides. Each timeslot lists its assigned guides (and an Add action for open ones), with time off clearly marked so you don't schedule someone who's out. It works in Day, Week, and Month views.
Assign in bulk & set recurring schedules
Staffing one timeslot at a time is fine for a quick change, but to fill a season you'll want the bulk tools:
- Bulk assign — select many timeslots and assign a guide to all of them at once (this adds the guide, so it won't wipe out other guides already on those trips).
- Recurring schedule — pick a guide, the days of the week they work, and a date range, and TripWorks assigns them to every matching timeslot in one go.
Block out time off
When a guide is unavailable — vacation, a day off, an appointment — add time off on their profile (Availability tab). Their time off shows on the calendar so it's obvious they can't be scheduled then. See Set up a guide.
Frequently asked questions
How do I see who's working on a given day?
Open the Calendar and set Group by → Guides. You'll see each timeslot's assigned guides, plus who's marked off that day.
Can I schedule a guide for every Saturday?
Yes. Use a recurring schedule — choose the guide, the days of the week, and a date range, and TripWorks assigns them to all matching timeslots.
Will bulk-assigning remove guides already on those trips?
No. Bulk assign is additive — it adds the guide alongside any already assigned.
Related
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