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

Facilitator Overview Tool

For a location-wide view of facilitator workload and availability, open Apps → Tools → Facilitator Overview in the dashboard. The tool has two tabs:

Assignments

Shows every facilitator at the location alongside their upcoming assigned bookings for a date range (defaults to the next 30 days). Each facilitator row lists the date, time, activity, customer, and confirmation code of every booking they're assigned to; click a booking to jump straight to it. Facilitators with nothing scheduled appear as Free — no upcoming, so you can see spare capacity at a glance.

Who's Available

Answers "who can run this?" for a specific slot. Choose one of two inputs:

• Date & time — pick a date and start/end time, and optionally scope to an activity so only facilitators qualified for it are considered.
• Existing booking — search for and select a booking; its date, time window, and activity are used automatically.

The results split facilitators into Available and Busy. Each busy facilitator lists the overlapping booking(s) that make them unavailable, so you know exactly why. This uses the same overlap and blocking-status rules as conflict detection below — it's read-only and never changes an assignment.

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