How do I assign guides, drivers, and vehicles?
Assign staff and fleet to departures, resolve conflicts, and find unstaffed departures before they become a problem.
- guides
- drivers
- vehicles
- dispatch
Assign from a departure
- Open the departure from Operations or the tour's operations tab.
- Choose Assign guide, Assign driver, or Assign vehicle.
- Tripistic shows who and what is qualified and free for that time.
- Select and save.
Guides, drivers, and vehicles are assigned independently, so a multi-vehicle day or a separate driver is straightforward.
Assign from dispatch
For bulk work, Operations → Dispatch shows every departure on a chosen day with unassigned slots highlighted. This is the fastest way to fill tomorrow's gaps.
Why is someone not in the list?
| Reason | Fix |
|---|---|
| Already assigned at that time | Choose someone else or move the other assignment |
| Approved time off | Check their time-off records |
| Missing a required skill or language | Update their profile if the qualification is current |
| Expired certification | Renew and update the expiry date |
| Not marked available for that period | Update their availability |
Conflicts
Assigning someone already committed at the same time raises a conflict warning before you save. You can override where you genuinely intend it — back-to-back departures at the same meeting point, for example — but you will not do it by accident.
Vehicles are checked for capacity against the participant count and for expired inspection or insurance dates.
Find unstaffed departures
Filter the operations view by Unassigned to see every departure with bookings but no guide, driver, or vehicle.
Do this the evening before, not the morning of. Automating it as a nightly check is even better — see the nightly audit example.
Guides on their phones
Guides with the Guide role see only their own assigned departures, with the manifest, waiver status, payment status, and per-participant notes. They can check participants in and report incidents from the field.
Related
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