Auto Assign
Auto Assign calculates a balanced guide schedule across any date range in one click — respecting availability, rest days, daily limits, and time gaps between tours.
How to use it
- 1Click the AA button in the top-right corner of the Schedule calendar.
- 2Select a From week and a To week to define the range of unassigned slots you want to fill.
- 3Review the Assignment Rules panel — these come from your General Settings.
- 4Click Calculate Assignments. The system processes each week independently and shows a live preview.
- 5Review the results: assignments, failed slots, and any warnings.
- 6Click Apply to write all assignments, or Reset to start over.
What gets processed
Only slots that are not yet assigned and have at least one guide with matching availability are considered. Already-assigned slots are left untouched.
Within each week the system prioritises slots with booked participants before empty slots. Among those, tours with fewer available guides are handled first so the most constrained slots are never left without a guide due to a later assignment.
Assignment rules
All thresholds are configured in General Settings → Auto Assign. Each rule can also be overridden per guide for more fine-grained control.
Parameters
Min break between tours
Minimum hours that must separate two tours for the same guide on the same day. Prevents back-to-back scheduling.
Max tours per day
Hard cap on the number of tours one guide can lead in a single day.
Target working days / week
Soft target. The system tries to keep guides at or below this number of working days per week to preserve rest days.
Hard limit working days
Absolute maximum. A guide will never be assigned to a new working day beyond this limit, even if no other guide is available.
Underutilization threshold
If a guide ends up with this many working days or fewer, a warning is shown so you can rebalance manually.
How guides are chosen
When multiple guides are eligible for a slot the system picks the one with the lowest workload score. The score combines:
- •Number of tours already assigned this week
- •Number of working days this week
- •A heavy penalty if the guide has reached the target working days threshold
- •A smaller penalty for guides with more availability entries overall — guides who are available less frequently get a slight boost so work is distributed over time
As a last resort, if no eligible guide exists, the system attempts a swap — it looks for a guide at their weekly limit whose existing assignment on a low-conflict day can be handed off to another guide, freeing them for the problematic slot.
Reading the results
Assignments
Slots that were successfully matched to a guide. Shown grouped by week with date, time, tour, pax, and guide name.
Failed slots
Slots that could not be assigned. Each shows the reason:
- No guides available — no guide has marked availability for this time.
- Daily limit reached — all available guides are already at their max tours per day.
- Time conflicts — all available guides have a conflicting tour within the required break window.
Warnings
Working day limit reached — a guide hit the hard maximum and has only one rest day left that week. Consider adding more guides or reducing tours.
Underutilized — a guide ended up with very few working days. Workload may be uneven and worth adjusting manually.
All thresholds — break time, daily cap, weekly targets, and underutilization alerts — are configured in General Settings → Auto Assign. Per-guide overrides are set in the same section under User-Specific settings.