Tours are scheduled group departures rather than open-ended rentals. Two pages carry the daily work: the Tour Departures page (the manifest) is where you see who is booked on each departure, check guests in, and manage groups; the Tour Weather Call page is the morning ritual where you weigh each departure against its forecast and cancel the ones that cannot run safely.
The Tour Departures page opens at /manifest, and the Tour Weather Call page opens at /weather-call. Both sit alongside the Tour Hub, the unified home for planning, selling, and crewing your tours; the Weather Call is reachable from the hub's Overview quick actions.
Tour Departures
The Tour Departures page (labeled Tour Manifest in the sidebar) lists every scheduled departure so you can run the boarding side of your day. Access requires the manifest_access permission.
A departure is one product at one start time. If a departure is split into multiple boarding groups (for example two boats leaving together), the groups appear stacked under the same departure card.
Filtering the list
A toolbar at the top narrows what you see:
| Control | What it does |
|---|---|
| Today | Shows only departures scheduled for the current day (the default view) |
| Upcoming | Shows today plus the next 14 days |
| Past | Shows the previous 7 days |
| All | Shows the previous 7 days through the next 90 days |
| Tour Product | Limits the list to a single tour product |
| Search | Matches on departure name, tags, or a guest's name, email, or booking ID |
| QR scan | Opens the camera to scan a booking QR code and jump straight to that guest |
| Show cancelled | Toggles cancelled departures in and out of view. A badge shows how many are currently hidden |
A second row of buttons filters by check-in state: All, Not Checked In, or Checked In. Alongside them, summary chips count the departures, groups, and total guests (pax) currently in view.
The departure card
Each departure is a card. The header shows, at a glance:
| Element | Meaning |
|---|---|
| Name | The tour product name, or a custom name. Click the pencil to rename this departure |
| Date and time | The start and end time, shown in the location's time zone |
| Status chip | The overall status of the departure (see the table below) |
| Groups chip | Appears only when a departure has more than one boarding group |
| Participants | Seats filled versus capacity, for example 8 / 12 |
| Check-in chip | Guests checked in versus total tickets, for example 5 / 8. Turns green when everyone is in |
| Tags | Any tags applied to the groups in this departure |
Two thin progress bars sit under the header at all times: the left bar is capacity fill (blue, then amber past 60 percent, then red past 90 percent) and the right bar is check-in progress (blue, turning green at 100 percent).
Session status
The status chip reflects the combined state of the groups in the departure:
| Status | Meaning |
|---|---|
| Confirmed | Every group in the departure is confirmed |
| Pending | No group has been confirmed yet |
| Partial | Some groups are confirmed and some are not |
| Cancelled | Every group in the departure is cancelled |
Working a departure
Click a departure card to expand it and reveal its groups. Each group shows its own participant count, assigned staff, and the guests booked on it. From an expanded group you can:
- Check guests in ticket by ticket, or bulk check in a whole booking at once. You can also undo a check-in.
- Edit participant names for each ticket on a booking.
- Send or link waivers. Text a waiver link to a guest's phone, or link an already signed waiver from the last 24 hours to the correct ticket.
- Confirm the group once it is ready to run.
- Assign staff to the group, or post the departure to the Captain Network to find an available captain.
- Send review links to guests after the trip.
Cancelling
You can cancel a departure two ways from the card's action menu or a group's controls:
- Cancel entire departure cancels every group under that departure at once. A warning confirms this affects all groups.
- Cancel a single group removes just that group and leaves the rest of the departure running.
Both prompt for a cancellation reason before they proceed.
Tour Weather Call
The Tour Weather Call page is built for the operator's morning decision: look at a day's departures next to their forecast, and make the go or no-go call in one place. It works one location at a time (choose a single location, not All Locations).
The page opens on tomorrow by default, since that is usually the call you are making. Use the Day field to pick any date, or the Today and Tomorrow shortcuts. Refresh re-pulls the forecast.
Reading a departure row
Each live departure for the chosen day appears as a row showing:
| Element | Meaning |
|---|---|
| Name and time | The departure name and its start time |
| Guests | Booked participants versus capacity, for example 8/12 guests |
| Bookings | How many bookings are on the departure |
| Amount paid | Total already collected on the departure, so you know the refund exposure before you cancel |
| Forecast chips | Wind (with gusts), precipitation chance, and the temperature range over the departure window |
| Status dot | Green when the forecast is within policy, amber when a weather hold is on it, red on a breach |
Forecast figures come from an hourly forecast over the departure's actual time window, so an evening sail is judged on evening conditions rather than the daily high. Wind is shown in miles per hour or kilometers per hour and temperature in Fahrenheit or Celsius, depending on your location's unit setting.
Weather policy and breaches
Each tour product can carry a weather policy with threshold limits. When any hour in the departure window crosses a limit, that departure is flagged with a red breach chip naming the metric, the forecast value, and the limit it exceeded. The policy can set limits on:
| Threshold | Breaches when the forecast is |
|---|---|
| Max wind speed | Above the limit |
| Max wind gust | Above the limit |
| Max precip chance | Above the limit (percent) |
| Max temperature | Above the limit |
| Min temperature | Below the limit |
A banner at the top counts how many departures breach their policy for the selected day. Departures for products that have no weather policy still appear on the page, with their forecast but no verdict, because the day's call covers everything on the water, not only the products that opted in.
Making the call
Cancel one departure at a time with its Cancel button, or cancel everything for the day with Cancel entire day. Both open a confirmation that:
- Tells you how many bookings will be cancelled and how much paid money will need refunding.
- Lets you enter a reason shown to guests.
- Offers a Don't email guests checkbox for when you would rather contact them personally.
When you cancel, the system marks the session and its bookings cancelled, releases the reserved fleet and seats back to inventory, and notifies guests once per order (not once per line item) unless you suppressed comms.
Cancelling a departure does not move any money. It hands you a refund worklist of every paid booking so nothing is missed, but you still issue those refunds yourself through the normal refund tools. The whole-day cancel finishes with a report listing what was cancelled, how many orders were notified, and the total still owed back to guests.
Automatic weather monitoring
Between your manual calls, RentalTide watches the forecast for products with a policy and can act on its own depending on how each product's policy is set:
| Policy action | What happens automatically |
|---|---|
| Flag operator | The departure is flagged for your attention only. This is the default posture |
| Auto hold | New online bookings are paused for that departure, but existing bookings are untouched |
| Auto notify | Guests receive a weather advisory, one per order |
| Auto cancel offer | The departure is cancelled automatically and a refund worklist is produced |
Automatic actions never cancel a trip unless the product's policy is explicitly set to auto cancel. If a forecast improves, an automatic hold is released and online booking reopens. The Tour Weather Call page always remains the place to make the final human call.
Troubleshooting
No forecast available -- The location is missing map coordinates, or the day is beyond the 16-day forecast horizon. Departures still list, just without weather chips. Set the location's coordinates under location settings to enable forecasts.
Weather Call page is empty -- The page works one location at a time. If you have All Locations selected, pick a single location.
A departure will not appear on the manifest -- Check the date filter. The default is Today. Switch to Upcoming, Past, or All, and confirm the Tour Product filter is not narrowing the list.
Cancelled departures are hidden -- Toggle Show cancelled on the Tour Departures page, or click the "cancelled hidden" badge.
Guests were not emailed about a cancellation -- The Don't email guests option was checked, or the departure had no bookings. Guests are notified once per order for a normal cancel.