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Managing Tours

Tours are facility walkthroughs for prospective monthly customers. Tours are free and don't assign a specific resource — they cover the whole facility.

How Tours Work

Customers can book tours through the public website. The booking syncs with Acuity, which manages scheduling and sends calendar invites. Staff can also log tours directly — see below.

When a tour is booked by a customer:

  • Customer receives a confirmation email with location details
  • The location's designated staff contact receives a notification
  • An ICS calendar invite is generated

What Staff Can Do

  • Log tours for existing or new customers
  • View tour details and customer information
  • Cancel upcoming tours
  • Mark past or current tours as no-show
  • Add notes for internal reference

What Staff Cannot Do

  • Reschedule tours — Changes must go through Acuity

If a customer reschedules or cancels through Acuity, the system automatically updates the reservation.

Logging a Tour

Staff can record tours directly from the reservations page — useful for walk-ins, past visits that were never formally booked, or scheduling a tour on a customer's behalf.

  1. Go to Staff → Reservations
  2. Click the Add dropdown (top right) and select Tour
  3. Choose a customer:
  4. Select User — Search for an existing customer by name or email
  5. Invite User — Enter first name, last name, email, and phone number for a new customer. An account is created automatically and an account setup email is sent so the customer can set their password later.
  6. Fill in tour details:
  7. Location — Which facility (times display in that location's timezone)
  8. Date and Time — When the tour happened or will happen
  9. Notes — Optional internal notes
  10. Click Log Tour

Past tours are recorded without creating an Acuity appointment or sending confirmation emails. Future tours create an Acuity appointment if the location has calendar integration set up.

Marking as No-Show

  1. Find a past or current tour
  2. Click No Show (from the row menu or the detail page header)
  3. Confirm when prompted

No-show is informational only — it records that the customer didn't show up. Once marked, a red No Show badge replaces the normal status.

Tours on the Dashboard

The staff dashboard has a Tours quicklink under Inventory that filters the reservations list to show only tours. The dashboard also shows a Tours Goal gauge tracking scheduled tours against a weekly target.