Guide products and staffing
A tour or day plan can be linked to experiences that sell a hosted departure or digital access to its content. Guide commerce must be enabled for the organization by Scoutello platform administration. The creation actions also require access to the guide and the relevant experience permissions.
Create a linked product
- Open the tour or day plan from Guides, then open Experiences.
- Choose Offer guided tour for a hosted departure or Sell digital access for a content-only pass.
- Review the new draft in the experience editor. Its initial description and images are copied from the guide once; later guide changes do not update the product copy automatically.
- Complete the price, participant settings, visibility and sales requirements. Configure the departure and staffing for a hosted product.
- Resolve validation messages, publish the experience and test the guest booking or access flow.
A guide can have several hosted products, such as different departure lengths or languages, and one canonical digital pass. Opening the digital-access creation action again returns the existing pass.
Prepare hosted departures
A bookable hosted product needs a time-based schedule, finite capacity, a duration matching the departure length and meeting instructions. Check the schedule's timezone and booking horizon alongside the guest-facing meeting information.
Use the experience's staffing controls to review departures and assign a host. Host profiles are managed under Experiences → Bookings → Hosts. Organization administration can create freelance profiles or link accepted organization members to a host profile. A linked account allows the host to open their own departures and participant manifests in the guest app.
Maintain weekly availability, date exceptions, preparation time and travel buffers. A host cannot cover overlapping assignments once these buffers are included. A departure without a valid host is unavailable for new bookings even if it has spare capacity.
Recurring assignments cover the configured weekdays and date range; individual departure overrides take precedence. Review affected departures after changing a recurring host. Removing a recurrence keeps departures with accepted bookings or active reservations staffed as individual assignments.
Cancelling a departure blocks new bookings. Existing bookings still need to be reviewed through the Bookings workflow, including any required guest communication and refund decision.
Digital access and included content
A digital pass has no departure schedule or expiry. A confirmed hosted booking also grants the linked guide's content to each participant. Guests can open their ticket link before creating an account and claim their participant access after signing in.
Guide content access does not redeem an admission ticket or purchase other paid experiences included in the itinerary. An itinerary containing paid experience allocations retains its package checkout. Existing guide purchases remain valid; publishing a new digital pass changes the route for new content-only purchases.
Optional Bókun distribution
Bókun distribution is available only after Scoutello platform administration has configured the central connection and verified the enabled sales channels. A published Scoutello experience is not automatically active on Bókun.
On the experience's Distribution tab, review the export status and provider reference. Platform administration configures the provider's participant categories, price schedules and cancellation-policy mappings before activation. Tiered prices and required questionnaires are currently unsupported for distribution. Correct export errors before enabling sales.
Hosted products use dated departures; digital passes have no expiry. Scoutello and external bookings share capacity and staffing, so an externally sold place reduces the remaining direct availability.
If product creation has an uncertain result, ask platform administration to recover the existing provider product before creating another. For booking changes, follow the original-channel checks.
Disabling distribution stops new external sales. Existing confirmed tickets and claimed guide access remain available, and existing bookings continue to need cancellation and synchronization support.
Related: Experiences, Bookings and guest tickets, Tours, Day plans, Commerce and access.