--- title: "TourCockpit Help" url: https://tourcockpit.com/help lang: en description: "How TourCockpit works, explained on the real screens. Every example below is the actual product with sample data." --- # Help How TourCockpit works, explained on the real screens. Every example below is the actual product with sample data. - [How a day works](https://tourcockpit.com/help/how-a-day-works): TourCockpit runs a tour company's day around a handful of ideas: tours in a catalog, tours placed on days, bookings that fill their seats, and one board that shows it all. This page explains those ideas once, in plain words, so every other page makes sense. - [Signing in](https://tourcockpit.com/help/signing-in): You sign in to TourCockpit with your email and a password, or with the Google account on that email. This page explains the first sign-in from an invitation, what to do when a password is forgotten, how to change it, and who creates accounts in the first place. - [The Daily Operations Board](https://tourcockpit.com/help/daily-board): The board shows one day's operations on one screen: every departure, every guest, every guide and van, exactly the way the office sheet used to. This page explains how to read it. Entering, moving, tracing and sharing bookings each have their own page, linked below. - [Tour Planning: the days ahead, one grid](https://tourcockpit.com/help/tour-planning): Tour Planning is the bird's-eye view of the days ahead: every published tour as a row, the week or the month as columns, and each cell showing how full that departure is. It is where you decide which tours run on which days, a whole week or a whole month at once, instead of adding them one day at a time on the board. - [Driver Availability: who can work which days](https://tourcockpit.com/help/driver-availability): Driver Availability is the people calendar: every guide as a row, the week or the month as columns, and each cell saying whether that person can work that day. Pure people-planning; no tours are assigned here. It is where days off, vacations and sick days are recorded, and the board reads it before offering anyone a tour. - [Entering a booking on the board](https://tourcockpit.com/help/board-booking-entry): New bookings are typed straight into the day, inside the tour they belong to: open the row, fill it left to right, press Enter. The row stays open for the next one, which is how a morning of phone calls becomes a manifest. - [Moving and editing on the board](https://tourcockpit.com/help/board-moving-editing): Plans change all morning: a family switches tours, a departure moves to Thursday, two vans run to the same coast. Everything already placed on the board can be dragged, moved or edited in place, and every change keeps the rules: capacity, crew conflicts, the languages the guides speak and pickup times are checked for you. - [Who changed what: board history](https://tourcockpit.com/help/board-history): Every change on the board is recorded as it happens: who made it, when, and what the value was before. Nothing the office or an operator does is anonymous, so a moved pickup time or a vanished booking can always be traced instead of argued about. History is a manager's view throughout. - [The Activity Log: every change, and who made it](https://tourcockpit.com/help/activity): The Activity Log is the whole company's record of change: every booking, tour, hotel, operator and setting, who changed it, when, and what it was before. Managers open it from Activity in the menu, and the history the small clock beside the date on the Daily Board opens links to it for that day. - [Printing, exporting and sharing the day](https://tourcockpit.com/help/board-sharing): The day leaves the screen three ways, all from Export at the top of the board: a PDF, an editable spreadsheet, and a picture made for WhatsApp. Choose one, then Download it, Email it or send it on WhatsApp. Each one carries the same manifest the board shows, so what goes out is always what the office sees. - [The Bookings list](https://tourcockpit.com/help/bookings): The board is one day. Bookings is every booking the company holds, whatever day it is for: the place to find one from last week, correct a name, move a guest to another departure, or cancel. This page covers finding a booking, reading its row, and the three things the row's menu does. - [The Office Dashboard](https://tourcockpit.com/help/dashboard): The Office Dashboard is today at a glance: how many tours run, how many passengers ride, the cash the guides collect and how many people are crewing. This page explains each number, the table under them, and where to go from there. - [Zones, hotels and pickup times](https://tourcockpit.com/help/pickup-times): TourCockpit fills in the pickup time for a booking by itself: the hotel belongs to a zone, and each tour has one pickup time per zone. This page explains how to set that up, where the time appears, and what happens when you need a different one. - [Reference Data: the master lists](https://tourcockpit.com/help/reference-data): Reference Data is where a manager keeps the master lists everything else reads: hotels, zones, pickup times, prices, drivers, vehicles and child seats. Tour operators have their own screen, Operators. Every dropdown on the board offers exactly what these tabs hold, so keeping them tidy is what keeps the day's screens clean. - [Tour Catalog: define a tour once](https://tourcockpit.com/help/tours-catalog): The Tour Catalog is the menu of tour types you offer: each tour defined once, then reused every day it runs. A tour here is the idea of the tour, before any date is attached; putting it on a day happens in Tour Planning and on the board. The catalog belongs to managers. - [The tour operator portal](https://tourcockpit.com/help/operator-portal): As a tour operator you sell seats on the company's tours from your own portal: a calendar that shows where you can sell at a glance, a booking form that takes seconds, and a list of your own bookings in full while other agencies' details stay private. This page walks the whole flow, from signing in to your own bookings. - [My Team: your agency's own people](https://tourcockpit.com/help/operator-team): My Team lists the people from your agency who can sign in and book, and lets you invite a colleague yourself, without going through the office. Everyone you add books on your agency's behalf and sees only your agency's bookings. - [My sales: what your desk sold](https://tourcockpit.com/help/operator-sales): My sales adds up what your desk sold for one tour company, a month at a time: how many bookings you made, how many guests they carry and what they are worth, split by how they were paid and by tour. It is your own desk's work only, and it is read from the same bookings the office reads, so the two can never disagree. - [View as operator: their portal, your name](https://tourcockpit.com/help/view-as-operator): View as operator drops a manager into a reseller's portal exactly as that desk sees it: their calendar, their tours, their prices, their bookings. It exists for support, the "let me just add that for you" moment. Everything you do in there is real and lands on their plate, and every change is logged under your own name. - [Notifications between the office and the tour operators](https://tourcockpit.com/help/notifications): When a tour operator books, changes or cancels through the portal, the office is told, and so it is when a manager does the same while viewing that operator's portal. What the office does itself tells the office nothing. When the office changes one of that operator's bookings, the operator is told. Each of those messages arrives in two places at once: as a WhatsApp nudge on the phone, and as an item in the inbox inside TourCockpit, where it can be opened, marked as read, or brought back as unread. This page explains both directions, who receives what, and how the inbox works. - [Operator sign-up: a QR code, a request, one click to invite](https://tourcockpit.com/help/operator-signup): A tour operator who wants to sell your trips no longer has to be typed in by hand. They scan a code or open a link, tell you who they are, and the request waits for you at the top of Operators, in your inbox and in an email. No operator and no user is created until someone in the office presses Approve and Invite. - [Working in more than one company](https://tourcockpit.com/help/select-company): Some people belong to more than one tour company: an owner with a second operation, a manager who also helps at a sister company, a desk that sells for several. TourCockpit asks which one you are working in, remembers the answer, and lets you move between them without signing out. - [Team: who can sign in, and as what](https://tourcockpit.com/help/team): The Team screen is the office roster: everyone who can sign in, what their account lets them do, and where booking alerts reach them. A manager invites people by email, the invitation asks each person to choose a password, and access is revoked by deactivating, never by deleting. - [Operators: the agencies that book with you, and their desks](https://tourcockpit.com/help/operators): The Operators screen holds everything about the agencies that sell your tours: the link they sign up with, every operator, the people at each desk who have an account, and a way into each operator's portal. The office's own people are on Team. - [Company: the settings everyone works with](https://tourcockpit.com/help/company): The Company screen holds the one record that is your company: its language and time zone, the booking rules and the numbers tour operators see. The people who sign in are on Team. - [Financials: a week or a month, added up](https://tourcockpit.com/help/financials): Financials is the reconciliation of a week or a month, built automatically from what the board already recorded: no data entry, no hand-maintained formula. Pick one and it adds up the cash, the days and the tours; for the Owner it also settles that period with each tour operator. This screen belongs to the whole office, every manager and every Owner. - [How it fits together](https://tourcockpit.com/help/how-it-fits-together): TourCockpit runs one tour company's operations. Tours sit in a catalog with no date. A tour placed on a date is a departure, with its own seats, guide and van. Bookings fill a departure, one party each, entered by the office or by an outside desk. The board shows one day, and Financials adds up a week or a month. This page names every piece and how the pieces connect. - [The rules, and what TourCockpit refuses](https://tourcockpit.com/help/rules-and-refusals): Everything TourCockpit allows and refuses, in one place, with the reason. The same rules hold on the office's screens, on the operator portal and through the API, so a booking refused on one is refused on all of them. At the end of the page, the names the data and the API use for every piece, value and refusal. - [How the work flows](https://tourcockpit.com/help/how-the-work-flows): How work moves through TourCockpit, from setting up the catalog to closing the month. Each section is one flow, step by step, with who normally takes each step and what the product checks and writes along the way. The screens, the operator portal and the API all go through the same steps and the same checks. - [How the totals add up](https://tourcockpit.com/help/how-totals-add-up): Every screen and every figure in TourCockpit is one of a few groupings of the same departures and bookings: a day, a desk's day, a plan, or a period. This page says how each one groups, what a period counts and what it leaves out, and how the money figures and the settlement with each operator are worked out.