What the template includes
The file has four tabs, designed for the day-to-day work of an inbound or guided tour agency. The column headings and instructions are in Spanish (for example Fecha for date, Guía for guide, Estado for status): you can rename them freely, what matters is keeping one row per service.
- Services (Servicios tab): one row per service with date, start and end time, reference, tour operator, tour, PAX, language, meeting point, guide 1, guide 2, status, rate and whether it has been invoiced.
- Guides (Guías tab): name, email, phone, languages and notes for each member of your team.
- Rates (Tarifas tab): each rate with its amount, VAT and any withholding.
- How to use it (Cómo usarla tab): the instructions, on a single page.
Who it is for
For inbound agencies, DMCs and guided tour companies that work with their own team of guides and still organise their services in a spreadsheet. It works just as well with three guides as with twenty, and with tour operator groups, free tours or school groups.
The rates tab saves you recalculating every month: you enter the amount and VAT rate for each rate once and apply them to each service. So when the guide invoices arrive, you have a clear reference for what each one should be charging.
How to use it
Five simple rules to keep the schedule reliable a month from now:
- One row per service. If a group has two guides, fill in Guide 1 and Guide 2 on the same row. Do not split a service into two rows, or the totals stop adding up.
- The tour operator's reference. Copy the reference exactly as the tour operator gives it to you. It is what will later let you match the guides' invoices.
- Fixed statuses. The status is picked from a list: Borrador (draft), Pendiente (pending), Aceptado (accepted), Modificado (modified), Cancelado (cancelled), Finalizado (completed) and Facturado (invoiced). Each one has its own colour.
- Gaps in red. If a service has a date but no guide, the cell turns red. Check those first.
- Filter to see the schedule. Filter by date to see the day or by guide to see one person's week. At the end of the month, filter for invoiced equal to no.
What a spreadsheet cannot do
A good template brings a lot of order, but it has limits you should know before they cost you. If you recognise three of these five points, see the Partners vs Excel comparison:
- It does not notify guides: every assignment is still a message you send yourself.
- It does not collect their confirmation: you type the accepted status by hand when you remember to check WhatsApp.
- It does not know who is busy: if you assign someone who already has a service that day, the spreadsheet says nothing.
- It gets duplicated: with two people editing it, different versions of the same schedule appear.
- It does not link invoices: closing the month is still cross-checking the spreadsheet against PDFs received by email.
When the spreadsheet gets too small, we import it
The template's columns are those of a Partners request, so the move is direct. During the trial, we import your services, guides and tour operators from this file, or from the one you already use, and each row becomes a request with its status. No need to start from scratch or change everything at once.
From then on, notifying the guide, their confirmation, the tour guide schedule and the invoices happen on their own. It is free for up to 5 guides, and the first 25 agencies get the founder price of €49 a month (excl. VAT) with a 30-day trial and no card required. The app interface is in Spanish.
Three tips to keep the schedule working
With or without software, these three habits prevent most scares, starting with a guide expected in two places at once.
- One person assigns, or at most one per time slot. Two people assigning on the same spreadsheet is a recipe for double booking.
- Never delete a cancelled service: mark it as cancelled. If you delete it, you lose the record.
- Keep the file in one shared place and stop sending copies by email.
Updated on October 20, 2026
