Tour guides
The Tour guides area in the admin is where you manage the people who lead tours: their availability, their assignments to tours, and the link to their tour-guide portal profile. Tour guides themselves work in a separate Tour Guide portal — see Tour Guide → Profile for the guide-side experience.
Key capabilities
- Maintain availability per guide via a calendar view
- Create, edit, and remove availability windows
- Assign guides to tours
- Let guides manage their own profile from the Tour Guide portal
User roles
| Role | Description | Key actions |
|---|---|---|
| Company Admin | Staff using the Vaylo Admin Panel | Set up users as tour guides, manage availability, assign guides to tours |
| Tour Guide | End-user with access to the Tour Guide portal | View assigned tours, manage availability, edit their profile |
Setting up a user as a tour guide
Tour-guide status is set on a user record under Settings → Users. Open the user and tick Assign this user as a tour guide. The user then appears in the tour-guide selectors across the admin and gets access to the Tour Guide portal.
Where it lives
Tour Administration → Tour guides.
Inside the page you'll find:
| Section | Purpose |
|---|---|
| Calendar | Per-guide view of availability for the current and upcoming months |
| Upcoming availability | List view of availability windows for each tour guide |
| New | Button to create a new availability window |
The calendar
The calendar shows availability for each tour guide for the visible month, so dispatchers can match guides to tours at a glance.
- Use the navigation arrows to move between months.
- Click Today to return to the current date from any month.
Upcoming availability
The Upcoming availability dashboard lists every availability window per guide. Use it to:
- See each guide's free windows in chronological order.
- Toggle a window on or off without deleting it.
- Edit or remove a window if a guide's schedule changes.
Creating an availability window
- Open Tour Administration → Tour guides → Upcoming availability.
- Click New.
- In the popup, set the Date range:
- Start date — when the guide becomes available.
- End date — the last day of the window.
- Click Create. The new window appears on the Upcoming availability page and the calendar.
Editing an availability window
Click the pen icon on any availability row to open the edit popup. Adjust the date range and click Update to save.
Assigning a guide to a tour
Once a guide is set up and has at least one availability window, they can be assigned to a tour from Tour Administration → All Tours → Tour Guides (the assignment screen). Pick the guide from the dropdown, choose the tour dates, and save.
Assignment lookups are filtered by availability — only guides who have an active availability window covering the tour's dates appear in the dropdown. If a guide is missing, double-check their availability first.
What guides see
After being marked as a tour guide and assigned to one or more tours, the guide has access to the Tour Guide portal:
- Profile — guide's own contact and profile information
- Assigned tours — the tours they are leading
- Availability — manage their own availability windows
- Assign guides — admin-side assignment of guides to tours