Tour / Departure - Resources | Guides

Guides / Staff

To Assign guides to a Tour

From the Tour | Resources | Guide tab, click the + Guides button at the bottom left of the screen

A list of only your guides will appear,
select the applicable guide from the list, and click Continue

The total number of guides assigned to this trip is displayed at the top left of the screen, between the number of days and the number of clients on this Tour, and also on the Guide tab

The Tour | Resources | Guide tab, showing the number of guides assigned to this tour

TIP: Once you have selected the Guide, Odyssey will automatically create a Booking Level record for them in the tour. (This enables them to be assigned rooming selections, and also means you can email a guide with tour related guide outputs)

Go to the Tour | Booking list, and observe that these two Guides have automatically been added to the tour, as bookings.

Note that Guides have a yellow status button beside their names, which indicates that they are a Guide.
Guide records will never be included in financial calculations or passenger counts
Guides will be automatically assigned to any Provider Accommodation records (Room Product & Pax per room details) which have room products defined as Default settings on each daily record. As some Odyssey clients don't assign Guides to the same room products - or even the same provider - as the clients, ideally these accommodation defaults would be reviewed before adding Guide/s to the trip, so that the minimum amount of work is required to have the correct rooms and room counts. Or alternatively, ensure you check the Guide's accommodation records after adding the guides, and change them if required..
- Eg: if the defaults are set to a Product of: "Guide room - single", and 1 pax per room, then when a single guide is added, 1 x room will get added to the overall room count.
  Otherwise, if a previous default of eg: Double room - 2 pax per room" is left in place, when the guide is added... this will result in a room count of a 'half' room... [ 5.5 rooms ].
  This then means every newly added Guide record will need to be modified to ensure 'whole' rooms are being calculated.
Guides are not automatically added to any other Supplier type (Activity, Transport, Meals, or Other). Their names will appear against these supplier entries, but the 'default' treatment will be not applied.
If you want Guides to participate in Meals, excursions or other activities, you must add them manually. (Note: This will always remain a manual task.)

Tour | Bookings list, showing the Guides have been automatically added (in orange text)

To view a Guide booking record on a Tour, click on it from the Bookings tab

Note: the yellow banner at the top to indicate that this is a Guide record, and also note the Booking Status of Guide

To remove a guide from a tour

There are two methods of removing a guide from a Tour

You can replace one guide name for another

This method has the major advantage of leaving all the accommodation nights, etc, which were assigned to the previous guide, remaining in place for the new guide.

From the Tour | Resources | Guide tab identify the name of the Guide you wish to swap out for another

Identify which guide you wish to replace, and click the replace button

Click the Replace button to the left of the Guide name
Select the Name of the replacement guide from the drop down list that appears
You will be asked: Use this guide to replace the currently assigned guide, click Continue

voila, your guide has now been replaced, and any accommodation, activities, etc currently assigned to the previous guide have been reassigned to the replacement guide

or Simply cancel this guide's booking

go to the Tour | Booking | Client Booking list and click on the name of the Guide you wish to cancel

Change the Guide's booking status to Cancelled

From the quick access menu, delete this guide's booking on the tour

All the accommodation records, activities, etc assigned to this guide have now been removed from the Tour.
The guide has also been removed from the Tour's Resources tab, and the Guide count

Assigning a room to a guide

From the Tour | Provider | Accommodation (select a Provider) | Bookings | Client selections tab
select the room product, PAX per room, and rate option for this Guide, and then Apply to all Days (if appropriate)

Then move to the Tour | Provider | Accommodation (select a Provider) | Bookings | Sharing tab, and assign a room sharing instance, specifying if they are sharing with which other guide, or having their own room.

Viewing the Guides bookings in a Calendar

A Staff calendar is available to view from each tour, allowing you to you check the availability of any/all staff

Learn more about simple calendars here