Make sure to include practical details when making the reservation

Keep track of practical follow-up steps when making a reservation

Bookings often involve small but important tasks. A participant list still needs to be checked, access needs to be confirmed, or a practical detail needs to be clarified.

In Eguide, you can add tasks like these as free text to the booking. This way, they remain visible in the same place where you manage clients, groups, dates, and other appointments.

You don't need to open a separate task list to see which booking the action is associated with. You can see this right from the complete booking file.

Find bookings for which a task has not yet been added

In the booking overview, you can filter by whether tasks are present.

This way, your team can find the files for which practical follow-up actions have been noted more quickly, without having to open each future entry individually.

Display a warning when it becomes relevant

Some points to note apply not to a single booking, but to a specific tour, date, or period.

During a tour, you can therefore save an internal note. This note can be temporary or have no expiration date, and can be displayed as information, a warning, or an important point to note.

When an employee selects an appropriate date and time while creating a booking, the relevant note appears. This way, employees don’t have to remember on their own that, for example, there are temporary roadworks or that a usual location is inaccessible on that day.

Use a single note for multiple tours

A note can also apply to multiple tours. You can link a central note to a city, tour type, tag, or your own selection of offerings.

Before saving, you'll see which tours are affected by the rule. When a suitable date and time are selected later, the warning will appear during the booking process.

The cities and tags on which these rules are based come from the reference data that you manage centrally in Eguide.

Keep internal notes and client instructions separate

Not every point of attention is intended for the customer.

Internal notes help employees with planning. Information that the customer does need to receive—such as instructions about the meeting point or preparations—should be saved as customer-facing information associated with the tour or the specific booking.

Those instructions may then appear in proposals or other client documents.

Collect participant information when you need it

Not every tour requires the same information from participants. For a standard city walk, the group size and language may be sufficient, while another activity may require additional details.

When the participant form for the tour is enabled, the form remains available during the booking process. If it is not needed, Eguide clearly indicates that no form is provided for that tour.

That way, you won't have to use a generic form that asks for the same—and possibly unnecessary—information for every activity.

Please post questions and updates as comments

A task describes what still needs to be done. A note, on the other hand, records the question, explanation, or update that employees—and possibly guides—need regarding the booking.

That's why comments are managed separately. You can choose whether a new comment is visible only to the internal team or whether it is also shared with the relevant guides.

You can read more about this in the section on storing internal notes and sent communications with the correct file.

Create a practical handover plan for implementation

To prepare for or carry out the trip, you can generate a concise booking PDF or an operational manifest directly from the booking.

The document compiles the relevant booking and participant information. This is useful, for example, when the dispatch team needs to share information with a contractor or when an activity requires a list of participants.

Which sensitive personal data may appear in the document depends on your organization’s GDPR settings. This allows you to determine centrally whether, for example, an ID card number is included in operational documents.

After the handover, you can record the actual implementation and participant attendance separately.

Do not use tasks and notes as an audit log

Tasks, notes, comments, and documents are kept within a specific operational context. They do not constitute a complete change history of everything that has ever been modified in the entry.

Eguide does not automatically record the old value, new value, user, and time of the change for every field.

Specific transaction histories will remain available where they are tracked separately, such as for communications, guide responses, invoices, and payments.