Running a guide office is more than sharing a calendar
Like a rope team, a guide office brings together different people — instructors, front desk, partners — who must move toward the same goal: getting through the season. Day to day, everyone juggles weather, instructor availability, agency requests and client constraints. When every piece of information lives in a different channel, the team gets out of sync: assignment mistakes, late invoicing, unnecessary stress.
- Anticipate fill rates and slots across the full season, not week by week in a rush.
- Sync instructors, equipment resources and meeting points without double entry.
- Handle bookings direct or via partners, with different terms.
- Calculate fees and payouts without re-entering trips already completed.
- Give the manager and accountant a clear view, including at peak times.
Why guide offices choose Activiteez
Activiteez is built for supervised activities and networks of guides and partners. You keep control over who schedules, who books and who collects payment — while giving trusted partners autonomy.
- A readable season: a fully configurable schedule showing the information that matters for how you operate.
- Up-to-date availability: each guide has an account to enter availability; planning relies on current data, without back-and-forth.
- Less admin: the system sends confirmations and reminders automatically, requests additional information and notifies participants of any change.
- A controlled network: sharing modes give you fine-grained control over every partner and reseller.
- Finances under control: summary views of collections, balances due and payouts. FEC exports for your accountant.
From season prep to the last payment
- Pre-season — Build the catalog (trips, courses, private bookings), assign instructors and open slots to authorized partners. Open activities for booking.
- Day to day — Clients and agencies book per your rules (with or without payment, options, waitlists); forms collect the data you need; confirmation emails give participants everything they need to avoid repeated questions; you record payments as you go.
- When things change — Assignments and updates appear on individual schedules; cancellations follow your rules without manual re-entry.
- After the trip — Fees and timesheets calculate from your rate grids; you invoice services and pay contractors. Everything stays traceable.
- Ongoing oversight — Dashboard, cash register and accounting exports close the loop for the manager and accountant.
The features that support your office
Each Activiteez module addresses a specific need; product detail is on the feature pages — here is what matters for a guide office.
What Activiteez adds compared to alternatives
Many guide offices already combine a shared calendar or online sales software. The table below summarizes what Activiteez adds depending on your starting point — beyond simple booking.
| Criterion | Paper / pen | Google Calendar | Guidapp / Regiondo | Yoplanning | Activiteez |
|---|---|---|---|---|---|
| Shared, up-to-date schedule | | | | | |
| Online booking | | | | | |
| Bookings linked to slots | | | | | |
| Automatic confirmations and reminders | | | | | |
| Traceable history per client and per trip | | | | | |
| Fees calculated from completed activities | | | | | |
| Simple season planning (slots, assignments) | | | | | |
| Fee notes & timesheets | | | | | |
| NF525 certified cash register | | | | | |
| Advanced custom dashboards | | | | | |
