Keep the right information about each guide within easy reach

Keep your guide database in one place

When information about guides is scattered across spreadsheets, contact lists, and old emails, it's hard to know which information is still up to date.

In Eguide, each guide has their own profile. There, you can store the contact information and professional details your team needs to work with that guide.

From the central guide overview, you can see, among other things, where a guide is active, which languages and contract context are known, and whether the account is currently active.

So you don't have to compare different files first when you want to contact a guide, provide support, or include them in the planning.

Perform targeted searches within a growing database

As your guide database grows, you can search and filter by data that is relevant to your operations.

For example, you can search for guides based on language, service area, contract type, target audience preference, or previous acceptances. The list can then be exported if you need the data outside of Eguide.

Store professional context alongside contact information

A name and phone number aren't enough to properly schedule a tour guide.

In the guide profile, you can therefore also save relevant professional information, such as areas of expertise, target audience preferences, contract information, and administrative details.

An internal profile description can provide additional context to dispatchers without that text being visible to the guide or the customer.

This ensures that useful knowledge remains available to the team, even when a colleague who knows the guide well personally is not present.

Keep profile information and qualifications separate

The guide profile contains the general information associated with the individual. The specific tours and languages for which a guide can be assigned are managed separately.

For each guide, you can specify which tours, areas of expertise, and languages match their profile.

This distinction keeps the profile clear and makes it obvious that general information and availability for a specific tour are not the same thing.

Preserve the history when the collaboration changes

A guide who is temporarily or permanently no longer being used does not have to be removed from your system.

You can deactivate the profile. The guide will then no longer appear as a regular active candidate, while previous bookings and relevant history will be retained.

If the collaboration resumes at a later time, the existing profile can be reactivated. You won't have to rebuild the data, and you won't lose the previous context.

Invite new guides to explore their own neighborhoods

A new guide can be invited from Eguide to use the personal guide environment.

There, the guide can view assignments and, within supported institutions, manage their own profile and availability information. You can read more about this environment in the section on the personal workspace for assignments, scheduling, and profile management.

If a guide needs help, an authorized employee can access the guide environment to provide support. This capability depends on the user permissions that have been granted.

View previous bookings from the same profile

On the guide's profile, you'll also find the bookings the guide was previously assigned to.

You'll see details such as the date, tour, customer, booking status, and guide status. This allows your team to quickly get context about previous assignments without having to look up the bookings individually first.

That history can be helpful when planning for the future, but it is not an automatic selection criterion. The final decision rests with your team.

When comparing candidates for a specific assignment, you can [review profile, language, tour, and availability information together → Find a suitable guide / PAGE-FEATURE-CF-013].

Make sure feedback and communication are easy to find

Customer feedback received about a guide remains available in the profile. Sent emails can also be retrieved along with their subject, recipient, status, and send time.

This allows an employee to see what relevant communication has already taken place without having to search a general mailbox again.

This information supports operational follow-up, but does not turn the guide profile into a complete personnel file or HR platform.

Link profile data to the rest of the records

Administrative and financial data from the guide profile can be used later for contracts, reimbursements, and financial exports.

This means you don't have to re-enter that information for every assignment.

The actual compensation is calculated separately. To do so, Eguide uses the terms of the contract and the assignments the guide has completed.

In this way, the profile remains the fixed starting point, while each subsequent step retains its own distinct function.