The Operations itinerary is a detailed, day-by-day execution schedule.
It is more detailed than the marketing itinerary and is used to run the tour - not to sell it.
How to create an operation itinerary
Operations itinerary is managed in the Tour section
Open the Tour section and go to Operations itinerary (1).
Enable the operations itinerary (2).
⚠️ Important
Creating the Operations itinerary does not make it active for travelers.
You must enable it per departure to make it visible
How to enable Operations itinerary for a departure
Open the Departures section. (1)
Select the departure (2)
Go to the Operations itinerary tab under the selected departure. (3)
Enable operations itinerary (4), then click Save.
⚠️ Important
By default, all departures use the same operations itinerary created at the Tour level - unless you decide to make changes for a specific departure.
How to set up a custom operations itinerary per departure
Go to the Operations itinerary tab under the selected departure
Enable “Use custom operations itinerary for this departure”.
⚠️ Important
You can set up a custom Operations itinerary for a specific departure, and it will remain hidden from travelers until “Enable operations itinerary” is turned on.
What you can manage in operations itinerary
Header and Footer notes
The Operations itinerary allows you to add full text sections at the top and bottom of the itinerary.
Header notes
Position | Displayed at the top of the itinerary (before Day 1). |
Fields | Text |
Purpose | Used for general tour-wide information such as welcome messages, overview, or global instructions. |
Visibility | Traveler notes → visible to travelers |
Footer notes
Position | Displayed at the end of the itinerary (after the last day). |
Fields | Text |
Purpose | Used for closing messages, final instructions, or post-tour operational steps. |
Visibility | Traveler notes → visible to travelers |
Day-by-day itinerary
Main details
Title | The name of the activity (e.g., Hotel Check-in, Airport Transfer, Welcome Dinner). This field is required. |
Time | Optionally set a start and end time. You can specify only the start time, set both start and end time, or mark the item as All day. |
Google maps location | Search for a specific location to enable directions. |
Internal note | Visible in the back office only. |
Item type | Defines the category (Activity, Transfer, Meal, Accommodation, Free time, Meeting point, Other) and determines the icon shown to travelers |
Make visible to guides only | When enabled, the entire item (including the title) is visible only to guides and hidden from travelers. When disabled, the main details are visible to both travelers and guides. |
Traveler notes
Traveler notes | Rich text field |
Upload attachments | You can upload necessary materials. They are clickable from the Customer Portal and from the downloaded PDF. |
Visibility | Both the text content and attachments added here are visible to travelers. Avoid adding internal coordination details. |
Purpose | Provide travelers with the information they need for this activity. |
Examples | Meeting point instructions, what to bring, dress code, check-in details, reminders. |
Guide notes
⚠️ Important
Guide notes are not visible to travelers.
Guide notes | Rich text field |
Upload attachments | You can upload necessary materials. They are clickable from the downloaded PDF. |
Visibility | Both the text content and attachments added here are hidden from travelers. |
Purpose | Provide operational instructions and coordination details for guides. |
Examples | Special traveler needs, supplier contact info, internal timing notes, document reminders. |
Important | Both the text content and attachments added here are hidden from travelers. |
How to download the operations itinerary
Each departure generates its own downloadable version of the operations itinerary, including any custom changes made for that specific date.
Open the Departures section. (1)
Select the departure. (2)
Go to the Operations itinerary (3) tab.
Click the three dots (4) and choose which part you would like to download.
Downloaded operations itinerary preview
What your travelers see in the Customer Portal
FAQ
If I change the operations itinerary at the tour level, will it affect departures that have a custom setup?
No, it will only affect departures where the custom operations itinerary is turned off.