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How guide calendar blocking and permissions work

Understand how guides and outfitters manage availability using calendar permissions and blocked dates to avoid booking conflicts.

Blocking days on a guide calendar helps keep schedules accurate and avoids booking issues. Guides can block their own unavailable dates, and outfitters can also block days for guides if the guide has allowed it. This is useful when someone is not available to guide trips.

Guide Calendar Permissions

Each guide controls their own calendar permissions. These settings determine whether an outfitter can update or block dates on the guide's calendar. The guide can change permissions at any time.

💡 Note: Prefer to set this up once? If managing your guides' calendars is the best flow for your business, our team can enable these permissions for all of your guides on your behalf — just reach out and we'll take care of it.

Who Can Block a Guide's Calendar

  • Guides can always block their own dates.

  • Outfitters can block dates for a guide only if the guide has allowed it in their profile settings.

If permission is not enabled, outfitters can view availability but cannot make changes.

Blocking for All Outfitters or a Specific One

When a guide blocks dates, they can choose how widely the block applies:

  • All outfitters — the guide is unavailable to every outfitter they work with on those dates.

  • A specific outfitter — the guide is unavailable only to that outfitter, and stays available to everyone else.

How Blocking Dates Works

Blocking dates removes a guide's availability for the selected days. Once blocked:

  • The guide will not appear available for assignments from any outfitter the block applies to

  • Bookings cannot be created for that guide on those dates by an affected outfitter

Blocked days can be edited or removed later if availability changes.

What Each Person Sees on the Calendar

What appears for a blocked date depends on who set the block and who is looking:

  • The guide always sees their own blocked dates, labeled to show whether the guide or an outfitter set the block.
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  • An outfitter the block applies to sees the date as blocked, labeled to show whether the guide or that outfitter set it.
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  • Other outfitters see different things depending on the block:

    • If the guide blocked themselves for all outfitters, other outfitters see the date as blocked by the guide.

    • If the guide blocked only for a specific outfitter, other outfitters see nothing — the guide stays available to them.

    • If another outfitter set the block, other outfitters see only that the guide is unavailable, without details about who set it or why.

⚠️ Privacy between outfitters: Outfitters never see the details of a block another outfitter placed, or that a guide is committed to another outfitter's trip — only that the guide is unavailable on that date.

Editing and Removing Blocks

  • Guides can edit or remove any block on their own calendar.

  • Outfitters can edit or remove blocks they placed themselves, on calendars they have permission to manage. They cannot change a block a guide set for their own availability.

  • Other outfitters cannot edit blocks that do not apply to them.

Working With Multiple Outfitters

Guides who work with more than one outfitter can manage availability by:

  • Choosing which outfitters can block their calendar

  • Blocking dates for all outfitters, or just for a specific one, depending on the commitment

This helps avoid conflicts across different schedules.

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