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, or turn on My tasks only.
• 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 to give a task to someone in your organisation.

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.