Apex Outfitters Booking Solutions · Staff reference

Operator guide

A day-to-day reference for hunting and fishing outfitters: follow open departures through guest reservations, guide coverage, and the rooms and gear each booking needs.

Staff access

The operations workspace requires a signed-in account with the admin role.

Sign in for staff tools

Signed-out visitors are sent to sign in. Signed-in accounts without admin access are directed back to the client portal.

Step 01

Review trips and open dates

Start with departures, their booking state, and the seats still available to guests.
Open trips
  • Check each status. Published trips are listed in the public booking catalog. Unpublished trips stay out of that catalog; archived trips are unpublished and removed from it.
  • Check the departure dates. Each trip shows its start and end dates, reserved spots, open spots, and total capacity.
  • Use Edit to update a trip. Review its dates and capacity before guests book against it.
  • Use Booking link to open that trip’s guest booking page in a new tab. Archive a trip when it should leave the public catalog.

Step 02

Review reservations

Use the guest book to find an upcoming party, check its status and balance, then open the booking.
Open reservations
  1. Search by guest or trip. The search accepts a guest name, email, or trip name.
  2. Narrow the list. Apply a reservation status and a trip-start date range, then choose Apply filters. Reset clears the filters.
  3. Scan the reservation. The list shows trip dates, party size, status, total, and the balance due.
  4. Open the guest’s reservation to review the booking details, update its status, or manage its assignments.

Step 03

Staff guide trips

Use the weekly guide board to see assigned trips and open days before committing a guide.
Open guide calendar
  • Move through the week. The board runs Sunday through Saturday. Use Previous week, Next week, or Today to change the displayed dates.
  • Read the grid. Guides appear down the left and dates across the top. Trip cards show assigned trips and linked clients; open cells mark days without an assignment. On a narrow screen, swipe horizontally to see all seven days.
  • Assign an active guide. In Guide staffing, choose an active guide for an unstaffed trip and select Assign guide.
  • Adjust coverage. Choose another guide and select Change guide, or remove the assignment with its remove control. The board flags displayed date overlaps. Saving an overlapping assignment is rejected; reassign one trip, then retry.

Step 04

Assign rooms and gear

Keep inventory ready, then attach the options that fit a reservation’s dates and party.
Open inventory

Set up inventory

In Inventory, use Add inventory to create a room or gear record. Enter its name and type, set room guest capacity or gear quantity, choose whether it is available for assignment, and add optional notes. The lists show availability and assigned counts; the Rooms panel also lets you edit room capacity and availability.

The Rooms panel has a Reservation to manage selector with controls to assign or remove a room for that reservation. Gear assignments are managed from the reservation detail.

Finish a booking

For either type of assignment, open Reservations, select the guest, and go to that reservation’s detail. In Rooms or Gear, select the options to assign and use that section’s Save button.

Each option is checked against this reservation’s dates. The screen explains when an option is unavailable because of its inventory status, room capacity, gear quantity, or existing assignments on overlapping dates. Resolve the reason or choose an available option, then save again.

Find a reservation