Orbis Booking · Reports
Version 2026.10

Guide assignment: share out the excursions on your tours

Assign a guide to the excursions of each group departure, all at once or service by service, check what is still pending and change the guide whenever you need, from the Itinerary group departures report.

Key concepts

What guide assignment is

From the Itinerary group departures report you can assign a guide to the excursions of your group departures without opening the bookings one by one. You can assign whole excursions or just some of their services.

The screens are shown as they appear in Orbis Booking with the user set to English. Some texts in the application are still in Spanish; they are reproduced exactly as they appear, and the manual gives their meaning in brackets the first time they come up.

Estado guía (guide status)What it means
Pending (orange)None of the excursion's services has a guide. Below it you see, for example, 0 / 4 services.
Parcial (partial, light blue)Some services have a guide and others do not, for example 3 / 4 services.
Asignado (assigned, green)All the excursion's services have a guide, for example 4 / 4 services.
One service per bookingEach excursion groups the services of the bookings that include it. The guide is assigned to each service, which is why the same excursion can have several guides.
Two ways of workingIn MODO ASIGNACIÓN (assignment mode) you give a guide to pending services. In MODO CAMBIO (change mode) you replace the guide of services that already have one. The active mode is shown in a blue strip above the search box.
Common procedure

The 5 steps to assign guides

Open the reportIn Reports, go to Circuitos básicos (basic tours) › Itinerario.
Load the excursionsChoose the Group departure date and the service type Guías asignaciones (guide assignments), then click Obtener itinerario (Get itinerary).
Choose the guideClick GUIDES and select the guide you are going to work with.
Tick the servicesTick whole excursions or, from Info, just some services.
Assign and confirmClick ASSIGN, accept the message and check the Estado guía.

If this is the first time you open the report, see how to get to it in the Group departure itinerary manual.

Task: load the excursions of a group departure to assign guides. Recreation of the screen with sample data; only the first excursions are shown.

Step by step

  1. Click the calendar button for Group departure date and choose the departure date.
  2. In Type of service (service type), select Guías asignaciones (guide assignments).
  3. Click Obtener itinerario (Get itinerary). The GUIDES button appears, along with the CAMBIAR GUÍA (change guide) and ASSIGN buttons (disabled until you choose a guide), the search box and the list of excursions.
  4. Check the Estado guía (guide status) column for each excursion: Pending, Parcial or Asignado, with the number of services that already have a guide.
Find your task

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Task

Choose the guide

What it is for

Sets which guide you are going to work with. With no guide chosen, the CAMBIAR GUÍA and ASSIGN buttons are disabled and you cannot tick excursions.

When to use it

Before assigning or changing guides, and whenever you want to start working with another guide.

Task: choose the guide in the Asignación de guías (guide assignment) window, which opens with the GUIDES button. Recreation of the window with sample data.

Step by step

  1. Click GUIDES and, in the Selecciona un guía (select a guide) drop-down, choose the guide.
  2. Check the green message Guía seleccionado (guide selected) with the guide's name. Until you choose one, the window shows «Ningún guía seleccionado.» (no guide selected) and «Selecciona un guía para continuar con la asignación de excursiones.» (select a guide to continue assigning excursions).
  3. Click Close. The page shows the MODO ASIGNACIÓN strip with the guide's name, and CAMBIAR GUÍA and ASSIGN become available.
Task

Assign the guide to whole excursions

What it is for

Assigns the chosen guide to all the pending services of one or more excursions at once.

When to use it

When the same guide goes with the whole group on the excursion.

Task: tick the excursion and assign the chosen guide to it. Recreation of the screen with sample data.

Step by step

  1. Check in the MODO ASIGNACIÓN (assignment mode) strip that the guide is the right one.
  2. Tick the box for each excursion you want to assign. The box in the header ticks all the excursions in the list.
  3. Check the counter: it shows how many services you are going to assign, for example 4 servicios seleccionados (4 services selected). It only counts services that do not have a guide yet.
  4. Click ASSIGN and, in the browser message «Se asignarán 4 servicios al guía seleccionado. ¿Continuar?» (4 services will be assigned to the selected guide. Continue?), click OK.
Find the excursion quicklyType part of the name or the code in Buscar excursión por nombre o código... (search excursion by name or code) and the list is filtered straight away (for example, «Mostrando 4 de 21 excursiones.», showing 4 of 21 excursions). Click Limpiar búsqueda (clear search) to see them all again.
ImportantThe mode resets after assigningWhen you accept, the Estado guía is updated, the guide is no longer selected and the buttons are disabled. To keep assigning, click GUIDES again and choose the guide.
Task

Assign only some of an excursion's services

What it is for

Lets you choose which services (bookings) of an excursion are assigned to the guide, instead of assigning them all.

When to use it

When an excursion's group is split between several guides, or you have only confirmed the guide for some bookings.

Task: choose which of the excursion's services are assigned to the guide. Recreation of the Info window with sample data.

Step by step

  1. With the guide chosen, click Info on the excursion and, in the Sel. column, untick the services you do not want to assign. When you tick the excursion in the list, all its pending services appear ticked.
  2. Check under Guía asignado (assigned guide) which services are pending and which have a guide.
  3. Click Close. The counter on the page is updated (for example, 3 servicios seleccionados) and the excursion's box is shown as partly ticked. Click ASSIGN and accept the message.
ColumnWhat it shows
Sel.Box to include the service in the assignment or the change. It can only be ticked when a guide is chosen.
ServiceCode of the excursion's service in the booking.
Reservation no.Booking number.
HolderBooking holder.
Guía asignado (assigned guide)The guide's name in green, or Pending in orange.
Task

Check the assignment status

What it is for

Shows at a glance which excursions have a guide for all their services and which do not.

When to use it

After each assignment and before the departure date, so that no services are left without a guide.

Task: check the result after assigning 3 of an excursion's 4 services. Recreation of the screen with sample data.

Step by step

  1. Find the excursion you have just assigned: Parcial (partial) and 3 / 4 services mean that one service is still to be assigned. When all of them have a guide, it changes to Asignado (assigned), for example 4 / 4 services.
  2. Excursions in Pending do not have any guide yet.
Task: see which guide each service of an assigned excursion has. Recreation of the Info window with sample data.

Step by step

  1. Click Info on the excursion and check the Guía asignado column: it shows the guide for each service. With no guide chosen, the window is read-only and the boxes are disabled.
You can assign in stagesYou do not have to finish in one go. What you assign is saved: on another day, load the same departure and carry on with the excursions in Pending or Parcial.
Task

Change the guide for services already assigned

What it is for

Replaces the guide of services that already have one with the guide you choose.

When to use it

When a guide cannot go with the group, or you want to share out an excursion that is already assigned in a different way.

Task: move a service that already had a guide to the chosen guide. Recreation of the screen with sample data.

Step by step

  1. Click GUIDES, choose the new guide and close the window. Then click CAMBIAR GUÍA (change guide).
  2. Check the MODO CAMBIO (change mode) strip with the new guide's name. In this mode you can only tick excursions that already have at least one service with a guide.
  3. Tick the excursion or, from Info, only the services you want to change.
  4. Click GUARDAR CAMBIO (save change). To leave without changing anything, click VOLVER A ASIGNAR (back to assigning) and you return to MODO ASIGNACIÓN.
Task: choose in Info the service whose guide is changed. Recreation of the window with sample data.

Step by step

  1. Tick in Sel. the service you want to move to the new guide.
  2. Services in Pending cannot be ticked in this mode: assign them from MODO ASIGNACIÓN.
CautionChoose the guide before clicking CAMBIAR GUÍAThe change applies to the guide shown in the MODO CAMBIO strip. If it is not the one you want, click VOLVER A ASIGNAR, choose the right guide with GUIDES and click CAMBIAR GUÍA again.
Guidelines

Good practice

Look at the strip before you click

The blue strip tells you the mode and the guide. Check it before ASSIGN or GUARDAR CAMBIO.

Trust the counter

The selected-services text tells you exactly how many services are going to be assigned or changed.

Use Info to share out

If an excursion has several guides, assign each group of services from Info, one guide at a time.

Finish with everything green

Before the departure, check that all the excursions are in Asignado.

Before closing a departure
  • I have loaded the Group departure date with the service type Guías asignaciones.
  • There are no excursions left in Pending or Parcial.
  • I have checked in Info the guide for the excursions shared between several guides.
  • Guide changes have been saved with GUARDAR CAMBIO.
Support

Troubleshooting

The CAMBIAR GUÍA and ASSIGN buttons are disabled.No guide has been chosen. Click GUIDES, select the guide and close the window.
I cannot tick an excursion.In MODO ASIGNACIÓN, excursions with all their services assigned cannot be ticked. In MODO CAMBIO, you can only tick those that already have at least one service with a guide.
After assigning, the guide no longer appears in the strip.That is normal: the mode resets after each assignment. Choose the guide again with GUIDES to carry on.
An excursion is still in Parcial.A service was not ticked. Open Info, find the services in Pending and assign them.
I have assigned the wrong guide.Choose the right guide with GUIDES, click CAMBIAR GUÍA, tick the affected services and click GUARDAR CAMBIO.
Still not working?Contact Pipeline Software support through your usual channel and give the Group departure date, the excursion (date and code) and the guide affected.