What is different about working with schools
A school group is not like a tour operator group. The number of pupils is confirmed late and changes, the timing depends on the coach and lunch, teachers or group leaders accompany the group and act as tour leader, and the same school often splits its pupils into several groups with a guide each.
On top of that, the season is concentrated: spring and the end of term fill the calendar with school trips and cultural visits, from Rome to Edinburgh. If each visit lives in an email with the school and a WhatsApp with the guide, it is only a matter of time before a change gets lost on the way.
Each group, a request with all its details
In Partners, each visit is a request with the reference you use for the school, date, PAX, language, tour type, tour leader (the teacher in charge), meeting time and point, end time and place, and tickets. If the school splits its pupils into three groups, you create three services, or create them in one go with bulk requests.
Data that repeats, such as tour types, usual meeting points or school rates, stays set up in the master lists. So each new visit is ready in seconds.
School changes, without chasing the guide
The school confirms 52 pupils instead of 45, or delays arrival by half an hour. You change it in the request, which moves to Modified, and the guide gets an email. If a second guide is needed because the group has grown, you assign them in the same record and see when they have confirmed.
Questions are settled in the request chat: where the coach stops, whether any pupils have special needs, what time they have lunch. It all stays written next to the service, visible to whoever takes over, and not mixed in with every other conversation.
School trip season, in one schedule
The month, week, day or list schedule shows every visit with its guides and status, and anything still without a guide is obvious straight away. When you assign, Partners suggests guides by language, availability and history, and flags who already has a service that day, which helps a lot when several schools turn up on the same morning.
To plan the season properly, we explain it all in how to manage your tour guides and in tour guide scheduling.
What the group's guide sees
The guide gets an email and accepts the visit from their area, which works in the phone's browser. There they find the meeting time and point, the teacher in charge, the PAX and the tickets, without digging through an email forwarded from the school.
If the group needs something extra, such as audio guides so pupils can hear properly in a museum or an interpreter for an exchange group, you add it in the same record and the guide sees it. And once the visit is over, they already know what they have left to invoice.
Guide invoices, matched to each visit
At the end, the visit moves to Completed and is ready to invoice. The guide picks the services to invoice and uploads their invoice with the net amount and VAT shown separately according to the rate. You check it and mark it as paid, without cross-checking spreadsheets at the end of the month.
Up to 5 guides, Partners is free. For bigger teams, the first 25 agencies get the founder price of €49 a month (excl. VAT) for the Pro plan. And if you coordinate everything by message today, see Partners vs WhatsApp.
Updated on October 20, 2026
