Assign a Facilitator to a Booking

Assigning a facilitator records who is running an activity for a specific booking. This is used for staff scheduling, accountability, and optionally for what the customer sees in their confirmation email. If the same person is already assigned to another overlapping booking, Resytech warns you before letting you proceed.

Before You Start

• The booking must be in Confirmed status. Pending or canceled bookings cannot have facilitators assigned.
• The activity must have at least one Facilitator Role defined. See Manage Facilitators to set roles up.
• The location must have at least one Location Facilitator (the actual person — name, phone, email).

Assign a Facilitator

1. Open the booking and click the Facilitators tab.
2. Each defined facilitator role appears as a card. For an unassigned role, click the + (Assign) button.
3. Use the dropdown to pick a facilitator from the location's pool.
4. Optionally check Notify via email to send the assigned facilitator a notification.
5. Click Assign.

If there are no conflicts, the assignment is saved immediately and the card switches to display the facilitator's contact information.

Resolve a Conflict Warning

If the selected facilitator is already assigned to another booking that overlaps the current booking's time window, a warning dialog appears with the heading "Facilitator Already Assigned".

The dialog lists each conflicting booking with:

• The first segment of the confirmation code
• The activity name
• The date
• The start and end time

Two buttons are available:

Choose Assign Anyway only when you've intentionally decided to double-book the facilitator (for example, two short overlapping check-ins one person can realistically cover, or a back-to-back transition you've coordinated with them directly).

Note: Canceled bookings are not counted as conflicts, so a previously canceled overlap will never trigger this warning.

Reassign or Unassign

To change a facilitator on an already-assigned role, click the trash icon to unassign first, then assign the new facilitator. Unassign asks for confirmation; the assignment is removed immediately on confirm.

Tips

• The conflict check is per-location. If you operate multiple locations, an assignment at one location doesn't conflict with an assignment at another, even if it's the same person.
• Use Notify via email when reassigning. The assigned facilitator gets a clear record of which booking they are responsible for.
• For self-service captain selection (where the customer arranges their own captain instead of you assigning one), see Set Up a Dynamic Facilitator List.