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27.3. Guide Ratios & Allocation Times for Trips
Another useful tool available for guide schedule management is the "Guides" tab found on your form for creating/update trip types as well as the form for creating/update trips. This tab allows you to set a guest to guide ratio as well as let Arctic know if guide duties for a particular trip will extend beyond the set duration of the trip (ensuring that there are not conflicts during breakdown or prep dates).
When you set the guide ratio, Arctic will look at the guest count and the specified guest to guide ratio to figure how many guides you should schedule for a particular trip.
Arctic will highlight the "Guide Count" in red, if the number of guides scheduled is less than the number of expected guides. In this case, Arctic is expecting 3 guides and none are scheduled, so the "0" is in red.
Note: The guest to guide ratio does not mean that you must schedule the number of guides Arctic is expecting. You can schedule more or less guides than the expected number.
If you set allocation times for the guides on the "Guides" tab, Arctic will make sure the guide is scheduled for the full amount time the guide will be busy for the trip they were scheduled on. Arctic will keep you from scheduling conflicts and ensure that the guides will have time to get to where they need to be for their next scheduled trip.
If your guest to guide ratio is always the same or mostly the same for your trips within a particular business group, you can enter the guest to guide ratio on the "Settings" page for that business group keeping you from having to enter a ratio per trip type. To set a guest to guide ratio to be used for all of the trips in a particular business group, go to the "Settings" page. You can choose to enter a ratio for the "System Wide Settings" or for a specific business group on your installation. Once you have chosen the appropriate business group, go to the "Guide Scheduling" section and click the "Pencil" icon next to "Default Guest to Guide Ratio".
On the "Cofigure: Default Guide to Guest Ratio" page, enter the number of guests per guide you want on your trips. Then click "Save Setting" to save your changes.
If you set a default ratio but have a specific trip type that is different, you can set the guest to guide ratio for the specific trip type as described above and Arctic will use the ratio for the trip type rather than the default ratio set for the business group. You cannot allocation times on a business group wide basis you must set them per trip type.