Using the Scheduling Tool

Our scheduling tool has been internally developed to support our guide network and tour operations team to simplify availability and shift allocation.

Make sure you've download the URL for quick access on your phone.

https://scheduler.exp1.org/

Overview

Key take aways:

👉 You must add your unavailability for the next month by the 10th. i.e. by the 10th of April, you should block out days you are unavailable in May.

👉 You will be scheduled for the following month's shifts in the last week of month prior.

👉 You will receive an email notification once scheduling has been completed, with a link to the scheduling tool.

👉 Please accept or decline offered shifts within 48 hours. After 48 hours if there is no response, the system will offer the shift to someone else.

👉 All shifts are viewable in the scheduling tool.

👉 You can choose to transfer your shift to another guide if your plans change.

👉 Each week you should confirm shifts undertaken in the system and this will generate your invoice and pay.

Access the Scheduler URL on your phone, and using your menu options, select "Add to home screen".

This will create an easy access shortcut to the scheduling tool.

Detailed 'how to' guide

Step 1: Inputting your unavailability

Select the relevant month in the Tour Calendar.

Click on the GREEN BUTTON on the bottom right hand corner to input your unavailability.

You can choose just one day, or multiple.

You can choose to repeat certain days, i.e. if you are always unavailable at the same time.

The description field is optional.

Step 2: Accept / decline offered shifts

At the end of the month, you will receive an email offering you shifts for the next month. Please accept or decline these shifts within 48 hours. If you don't accept within this time window, the system will offer those shifts to someone else.

You can accept or decline the shift easily in the scheduling tool by reviewing your notifications.

Once accepted, you will be able to see all your shifts on the tour calendar.

Step 3: If your plans change, you can choose to transfer your shift

If you are no longer able to attend the shift previously accepted, simply click on the shift in the tour calendar and you can choose to request a transfer.

The transfer request will show you other guides who are trained to deliver the tour, and only the guides whose calendar shows them as available during that shift.

Select a guide from the list and click "request transfer".

Important: the shift remains your responsibility until somone else accepts. If you can't find anyone, or the shift is within 48 hours, please contact the operations team as soon as possible.

If you receive a transfer request from someone else, the process will be the same as a usual shift assignment. You will receive an email and you must either accept or decline in the 'swaps' tab of the scheduling tool within 48 hours.

Step 4: Confirm your shifts for payroll at the end of every week

Every Sunday (if you worked that week), you should confirm your invoice for all shifts. You will see these listed under the finance tab. All tours will be listed, with the relevant payment.

If you confirm, this payment will be processed in the next payroll. If something doesn't look correct you can open a dispute. This will show for our payroll team, and they will reach out for clarification before processing your pay.

Important: If you undertaking any non-tour relate work (e.g. product development, script writing, training or shadow tour attendance etc.) this will be paid seperately and will not appear in this finance tab. The scheduling tool will only show departure-specific related pay.

Please give us feedback!

This tool is new and created exclusively for ExperienceFirst. It may not be perfect all the time, so we welcome and ask for your feedback. Please reach out to your local operations team anytime with comments and also ideas for improvements.

We also ask for your patience. The old manual method of scheduling was no longer sustainable. This new tool will help us automate and should see fewer mistakes. However it won't be perfect overnight. Please bare with us as we test and learn!

Thanks team 🙌

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