Facilitators & Guides
Assign and manage facilitators for your activities.
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:
| Property | Description |
|---|---|
| Name | The facilitator's display name, shown to staff in the dashboard and optionally in confirmation emails |
| Enabled | Whether this facilitator is currently available for assignment. Disabling a facilitator hides them from the assignment list without deleting them or affecting existing bookings. |
Assigning Facilitators
- Open an activity and navigate to the Facilitators tab
- Add facilitators by name — each one is tied to this specific activity
- 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 assigning a facilitator, Resytech checks for:
- Time conflicts — the facilitator is already booked at that time
- Location conflicts — the facilitator is assigned at a different location
Conflicts are flagged before you confirm the assignment, preventing scheduling mistakes. The system considers the full duration of the booking plus any buffer time when checking for overlaps.
Reassigning Facilitators
To change a facilitator on an existing booking:
- Open the booking details
- Click on the assigned facilitator
- Select a new facilitator from the available list
- 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.