Facilitators & Guides

Facilitators are the team members who run your activities — guides, instructors, hosts, or any staff assigned to lead an experience. Each facilitator is created at the activity level and can be assigned to individual bookings.

Facilitator Settings

Each facilitator has the following properties:

Assigning Facilitators

1. Open an activity and navigate to the Facilitators tab
2. Add facilitators by name — each one is tied to this specific activity
3. Optionally set a required facilitator count per time slot

When a booking is created, you can assign a specific facilitator from the available pool. Facilitator assignments are tracked per booking and visible in the booking detail view.

Facilitator Scheduling

Resytech prevents double-booking facilitators. If a facilitator is already assigned to an activity at a given time, they won't be available for another overlapping booking.

Calendar View

Facilitators can view their assigned schedule:

• From the dashboard calendar, filter by facilitator to see only their assigned bookings
• Facilitators with calendar integration will see assignments on their personal calendar
• The calendar color-codes bookings by activity for quick visual identification

Conflict Detection

When you assign a facilitator to a booking, Resytech checks whether that facilitator is already assigned to another active booking at the same location whose time window overlaps the new booking. Canceled bookings are ignored.

Warning + Override

If a conflict is detected, the dashboard shows a warning dialog listing the overlapping booking(s) — confirmation code, activity, date, and time — and asks whether you want to assign the facilitator anyway:

• Cancel — no assignment is made; you can pick a different facilitator.
• Assign Anyway — the assignment proceeds regardless of the conflict.

You stay in full control. The system never blocks an assignment outright, but it makes sure you've seen the conflict before committing to it.

See Assign a Facilitator to a Booking for the step-by-step.

Reassigning Facilitators

To change a facilitator on an existing booking:

1. Open the booking details
2. Click on the assigned facilitator
3. Select a new facilitator from the available list
4. The change is logged in the booking's audit trail

Reassignment is possible at any time, including after the activity has been completed, for record-keeping purposes.

Disabling vs. Removing Facilitators

• Disabling a facilitator (toggling Enabled off) keeps them in the system and preserves their assignment history on past bookings. They will not appear in the facilitator selection list for new bookings.
• Removing a facilitator permanently deletes them. This should only be done if the facilitator has no booking history.

Related How-To Guides

• Manage Facilitators
• Create an Activity
• Configure Scheduling