Back of House

Back of House is your team's to-do list for running tours: booking the driver, confirming vendors, following up add-ons and meeting info-sharing deadlines. You set up the list once as a template, and tasks appear on each booking with due dates worked out from the departure date.

Set up a template

1. Go to Back of House → Templates.
2. Name your first checklist, for example Standard ops checklist, and click Create.
3. Add items. Each has a title, an optional description, a scope and an offset:
   • Booking scope creates the task once per client booking. Departure scope creates it once for a whole shared departure.
   • The offset is days from departure. -7 means due 7 days before; 0 means on departure day.
4. Choose where the template applies with Applies to:
   • Specific bookings only (the default): click Choose bookings and tick the bookings and departures it applies to.
   • All tours (automatic): every new upcoming booking gets it.
   • Selected tours (automatic): only bookings of the tour types or departures you pick.
5. Make sure the Active switch is on.

You can have several templates, for example one for private tours and one for group departures. Pick between them with the template dropdown.

When tasks are added automatically

With an automatic template, tasks are added when:

• a booking or departure is created;
• a booking is restored from the archive;
• a booking changes tour type;
• a booking's dates or departure change.

Archived, completed, cancelled and past trips are always skipped.

Work through your tasks

The Tasks tab lists every open task across bookings and departures.

• Filter by Pending, Done or All.
• Context shows which booking (client and tour) or shared departure the task belongs to. Due shows the date.
• Tick the checkbox to mark a task done, and untick it to reopen it.
• Use Assigned to (driver / guide) to give a task to one of your drivers or guides. See below.

Tasks on archived or completed bookings, and on cancelled or departed departures, are hidden.

Sync from template

After changing a template, click Sync from template on the Tasks tab to update existing bookings. It adds any missing tasks, and removes pending tasks that no longer apply. Tasks you've completed, and tasks on bookings you chose by hand, are never removed.

Sync only applies templates set to All tours or Selected tours. For Specific bookings only templates, use Choose bookings on the Templates tab.

Assigning tasks to drivers and guides

Pick a driver or guide in a task's Assigned to dropdown, and they're emailed straight away. The email gives the task, details, due date, tour and departure date, and replies come to your organisation email.

Under each assignee you'll see one of:

• Emailed <address> · <date>;
• Not emailed yet, with a Send email link that also works for retrying;
• No email on file. Add their email on the Drivers or Guides page, then click Send email.

On the Templates tab, each item can have a Default assignee. Tasks created from it are assigned automatically but not emailed. When any assigned tasks haven't been emailed, a Send assignment emails (N) button appears on the Tasks tab, so you can send them all at once, or only the departure tasks.

No email is sent for tasks on archived, completed, cancelled or past trips.