SCHEDULING
Availability in. Schedule out.
No chasing required.
Guides mark when they can work. You see who's available at a glance, assign them to tours in clicks, and handle last-minute changes inside the system — not on WhatsApp.
The scheduling tax
WhatsApp as a Scheduler
"Who can do the 10am tomorrow?" Messages sent. Hours pass. Follow-ups needed. Screenshots forwarded. By the time the schedule is clear, half the day is gone.
Availability in Someone's Head
No central place where guides post their availability. The manager holds it all in their head — or in a spreadsheet that's already outdated by the time they look at it.
Last-Minute Scramble
A guide calls in sick at 7am. Now you need to find a replacement, confirm they know the tour details, and update everyone — before the guests arrive at the meeting point.
Availability Changes Too Late
You finalize the schedule on Thursday. On Friday morning, a guide changes their availability. Now the plan is wrong and you're scrambling again. No way to lock it down.
How scheduling works in TourDash
Time Slot Availability
Guides don't mark availability per tour — they mark it per time slot (e.g. "Morning 9-12", "Afternoon 14-18"). TourDash matches slots to tours automatically. One tap per slot, updated in real time.
Visual Assignment
Click a tour tile on the weekly calendar. A sidebar shows every guide with a color-coded status: green for available, orange for overlap, gray for no data. Click to assign. Guides are ranked in assignment order.
Freeze Dates
Lock availability once the schedule is finalized. Set a freeze date per city — guides can't change availability for days on or before it. No more last-minute surprises after you've built the plan.
Shift Takeover
Guide can't make it? They request a takeover. Another available guide gets notified, accepts, and the schedule updates automatically. The manager doesn't need to call, text, or follow up.
Multi-City Scheduling
Each city has its own schedule, time slots, guides, and freeze dates. Switch between cities from one dropdown. Managers see only their assigned cities. Owners see everything.
Tour Confirmations
Once assigned, guides confirm attendance with a single tap. Green means confirmed, red means pending. The manager sees the full confirmation status at a glance — no follow-up messages needed.
How it works
Guides Submit Availability
Each guide opens the schedule and taps time slots for the days they can work. Morning, afternoon, or both. Takes seconds. The manager sees it instantly.
Manager Assigns Guides
Click a tour tile. See who's available with color-coded indicators. Assign with a click. Filter to show only available guides. The schedule is ready in minutes.
Lock & Confirm
Set the freeze date to lock availability. Guides confirm their tours with one tap. If someone drops out, shift takeover handles the swap — no WhatsApp needed.
Frequently asked questions
Ready to build schedules in minutes, not hours?
Free setup. Operational in 24 hours. No credit card.