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Tours & Activities
You run city tours, wine tastings, day trips, or group experiences. Your challenges: keeping multiple guides on different schedules, handling group capacity limits, managing seasonal availability, and letting customers pick their preferred guide. Opencals handles all of it. You assign guides to tours, set guide availability, create group bookings with capacity limits, and define which tours run in which seasons—all in one dashboard.
Assign and Schedule Guides
Each guide gets their own individual schedule. One guide works Tuesday through Friday. Another works weekends only. A third takes July off. You set it once, and the system tracks who's available when.
- Individual weekly schedules — set different days and hours per guide
- Days off and holidays — block time instantly without affecting other guides
- Service assignment — link guides to specific tours they lead
- Customer selection — customers pick their preferred guide when booking
Reduce no-shows
Assign guides to tours in advance. When a guide is booked, they see it in the dashboard and can sync to their personal Google Calendar to avoid conflicts.
Staff Management
Set individual schedules, assign staff to services and locations, and let customers pick their preferred guide.
Manage team members with individual schedules and availability
Manage Tour Starting Points
Your city tour starts downtown. Your wine tasting is at the vineyard. Your boat tour leaves from the harbor. Each location has different hours and available guides.
- Physical locations — set hours for each starting point
- Online experiences — tours via Zoom with automatic meeting links
- Location-specific availability — show customers which tours are available at which locations
3
Location types (physical, online, delivery)
Per-location
Operating hours
Real-time
Availability display
Multiple Locations
Manage physical, online, and delivery locations. Set location-specific hours and control which tours run where.
Manage bookings across different locations with location-specific schedules
Seasonal Tours and One-Time Events
You run a fall foliage tour only in October. A holiday lights tour only in December. Summer day trips only June through August. Set schedules for specific date ranges, and the calendar blocks off-season bookings automatically.
- Non-recurring schedules — define availability for specific periods
- Seasonal services — enable or disable tours by season
- One-time events — create a schedule for a single date or limited window
- Three schedule types — Continuous (24/7), Recurring (weekly pattern), Non-recurring (date ranges)
Flexible Scheduling
Create Continuous, Recurring, and Non-recurring schedules. Manage seasonal tours, buffer times, and slot intervals.
Set up non-recurring schedules for seasonal services and time-bound activities
Group Bookings with Capacity Limits
Wine tasting groups: max 8 people per session. City tour groups: max 20. With group bookings, each booking counts toward the slot's capacity. When capacity is full, that time slot closes automatically.
- Max attendees per tour — set capacity per slot
- Multiple customers in one booking — family of 4 books one slot, group of 3 books the same slot
- Real-time capacity tracking — see how many spots are left
- Revenue per hour — a single 20-person slot generates more revenue than 20 individual appointments
Note
Capacity applies per time slot. A 10am wine tasting can have 8 people. The 11am tasting can have another 8. You control capacity per service, per location, per tour type.
Group Appointments
Set max capacity per time slot. Multiple customers book the same tour, generating more revenue per slot.
Allow multiple customers to book the same time slot for classes and events
Frequently Asked Questions
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