Guide Permissions
Control what each guide can see — down to the individual. Set tour visibility per guide so every team member sees exactly the right amount of information.
Key concepts
Per-guide control
Set visibility individually. One guide might see only their own tours while another sees the full schedule.
Assignment-first
Guides always see tours they are assigned to. The visibility setting controls what they see beyond their own assignments.
Owner-managed
Only company owners can change guide visibility. Managers and guides cannot modify these controls.
How guide visibility works
When a guide opens TourDash, they see tours based on a layered permission system. Each layer is evaluated in order — if a guide is restricted at any layer, later layers cannot override it.
Is the user a guide?
Owners and managers always see all tours within their city scope. The visibility checks below only apply to guides.
Is the guide assigned to this tour?
A guide always sees tours they are personally assigned to, no matter what. This ensures they can always access the information they need for their own shifts. However, if the tour is further away than the company's lookahead window, sign-up and pax numbers are hidden until the tour comes closer.
Is "May only see own tours" enabled for this guide?
This is the per-guide restriction toggle, found in Settings → Members. When enabled, the guide is limited to only their assigned tours — they won't see any other tours, even if the company has "full schedule" mode enabled. This takes priority over all other visibility settings.
Is "Full schedule" enabled for the company?
If the per-guide restriction is off and the company has full schedule mode enabled (in Settings → General), the guide sees all tours across the schedule. This is useful for small teams where everyone needs the full picture.
Is the tour within the lookahead window?
If none of the above gave access, the guide can still see tours that fall within the company's lookahead window (e.g. the next 48 hours, configured in Settings → General). This lets unrestricted guides see upcoming tours they might be needed for, without revealing the entire future schedule.
Role hierarchy
TourDash has three roles. Each role inherits all permissions of the roles below it. Guide visibility controls only apply to the guide role.
Owner
Full company access. Can set guide visibility, manage billing, and control all settings.
Manager
Like an owner, but scoped to specific cities. Cannot change guide visibility or access company billing information.
Guide
Tour visibility controlled by per-guide settings. Always sees their own assignments.
Where to manage guide visibility
Guide visibility is managed in two places, each controlling a different scope.
Per-guide toggle: "May only see own tours". When enabled, the guide is restricted to their assigned tours only. This is the primary control and takes priority over everything else.
Company-wide settings: "Full schedule" and "Lookahead hours". These set the baseline for guides who are not individually restricted.
Tip: The per-guide "May only see own tours" toggle always wins. Even if "Full schedule" is enabled company-wide, a restricted guide will only see their own assignments.
Common scenarios
Typical setups tour companies use to balance operational transparency with data privacy.
Strict: own tours only
Enable "May only see own tours" for all guides. Each guide sees only the tours they are assigned to. Ideal for large teams or companies with sensitive booking data.
Balanced: lookahead window
Leave guides unrestricted and set a lookahead window (e.g. 48 hours). Guides see their own tours plus upcoming tours they might cover. Great for flexible scheduling.
Open: full schedule
Enable "Full schedule" company-wide. All unrestricted guides see every tour. Perfect for small teams where full transparency helps coordination. Note that booking and pax numbers are still hidden for tours outside the lookahead window.
Mixed: per-guide
Enable "Full schedule" company-wide but restrict specific guides with the per-guide toggle. Trusted guides get the full view; newer or temporary guides see only their assigned tours.
City-scoped managers
Assign managers to specific cities. They see all tours in their cities and can coordinate locally, while guides below them follow the per-guide visibility rules.
New guide onboarding
When a new guide is added, they can see all bookings within the company's lookahead window — and the full schedule if enabled. If a guide should be restricted to only their own assigned tours, an owner needs to enable "May only see own tours" for that guide individually.