How to build a guide or driver sheet from a booking

A guide or driver sheet is a one-page summary of a booking for the person running the tour, and the best way to build it is straight from the booking, not from a fresh document. Keep the sheet to what the guide needs on the day, and generate it from the same booking record that produces the itinerary and invoice so nothing is retyped.

What the sheet is for

The customer itinerary sells the trip. The guide or driver sheet runs it. It answers practical questions: who am I meeting, where, at what time, and what happens next? If the guide has to ring the office to find out, the sheet has failed.

What to include

Start with the lead traveller's name, the group size and a contact number. Add the meeting point and time, the route or stops in order, and any pick-up or drop-off addresses. Then add the practical notes: dietary needs, accessibility requirements, special occasions and the office contact for emergencies.

What to leave out

Leave out prices, margins and payment status unless the guide collects money on the day. The guide does not need the profit calculation, and a shorter sheet is easier to read at a glance.

Why copying from the booking goes wrong

Many small operators open a template and copy details across by hand. It works until a traveller changes the pick-up time or adds a guest. The booking is updated, the sheet is not, and the guide turns up with old information. Building the sheet from the booking removes that gap.

How TravelSpurt does it

TravelSpurt is booking and operations software for boutique tour operators. You enter a booking once, and TravelSpurt produces the itinerary, the invoice, the profit report and the guide or driver sheet from that entry. If a detail changes, you change it once. The Help Center guide on drivers and guides covers the setup step by step.

A simple routine before each departure

Check the booking for last-minute changes, open the sheet, confirm the guide or driver has the current version, and send it. If you build it from the booking, this takes minutes rather than an evening.

Frequently asked questions

What is a guide or driver sheet?

A one-page summary of a booking for the person running the tour: who is travelling, where and when to meet them, the route for the day, and who to call if something goes wrong.

Why build the sheet from the booking instead of typing it separately?

Because every retyped detail is a chance for a mistake, and a changed booking can leave an old sheet in circulation. One booking entry means one source of truth.

Does TravelSpurt build the guide or driver sheet automatically?

Yes. TravelSpurt is booking and operations software for boutique tour operators, and it produces the guide or driver sheet from the booking, alongside the itinerary, invoice and profit report.

TravelSpurt is built and run by Zakhar Habib, founder of Techspurt LLC, a digital agency founded in 2015. See how it works or pricing, or get in touch.