Guide Teams

Overview

Guide Teams are used to group guides, assign them to specific resorts, control the payment methods they can use, and manage settings that directly affect the Destination App and back-office workflows. Each Guide Team defines:

• Which guides belong to it

• Which resorts they operate in

• Which payment methods they can use

• The emails, guide names, and team members linked to that team

• Optional overrides such as DIBS agency rules

This module ensures the correct distribution of responsibilities and permissions for field staff.

Purpose

Creating a Guide Team allows you to:

• Organize guides into operational groups

• Control access to resorts and payment settings

• Provide the Destination App with the correct team structure

• Ensure accurate reporting in the Guide Sales Ledger

• Maintain clean coordination between back-office and on-site staff

Guide Teams are essential for large operations where each resort or region has its own dedicated staff.

Preconditions

Before creating a new Guide Team, ensure:

1. The user creating the team has administrative access to the System Setup → Guide Teams module.

2. The guides you want to assign already exist in the system.

3. Payment methods, resorts, and user accounts are already configured (if you plan to assign them).

4. You know which guides and team members should belong to this new team.

How It Works

1. Create Guide Teams User

Navigate to Guide Teams

1. Select the Guide Teams tab.

2. Click Create to start a new entry.

2. Assign Guide Team Details

1. Fill in the required fields:

   • Guide Team Members:

     • A dropdown allowing you to select the guide(s) team who belongs to this team.

     • A team must contain at least one guide team.

   • Emails: Enter the guide’s team email addresses for communication.

   • Resorts: Assign the resorts or destinations the guide team will manage.

   • Payment Methods: Specify which payment types the guide teams can handle.

   • Question Filter (Qust. Filter): Optional filters for communication or reporting purposes.

   • Override Agency DIBS (Destination App Only)

     • Special field used only by the Destination App for overriding DIBS agency IDs.

     • Typically used only if multiple DIBS setups exist.

   • Guide Names - Add team members from the Guide Names menu

   • User Team Members - Add team members who are regular Tourpaq users.

2. Emails will be sent to the guide team during the period specified in the system.

3.Saving the Guide Team

Once all fields are correctly filled:

1. Review the selected guides, resorts, and payment methods.

2. Click Save to create the Guide Team.

Summary

A Guide Team is a key building block for organizing guide operations. Using this documentation, a new employee can confidently:

✔ Create a new Guide Team ✔ Assign guides and resorts ✔ Configure payments, emails, and related users ✔ Understand all fields and their function