Guide reports ask the guide to select the clients they guided. If someone is missing, there is no need to leave the report and update the booking first — a missing person can be handled directly in the report by creating a new client or logging a headcount.
This is also how you record a party that arrived with more people than were entered on the booking, or a spot that was booked but not filled, without creating a placeholder or dummy client. You can add someone beyond the booking's client count — the report will flag that the numbers don't match, but it will still submit.
Who can do this
Both options are available to:
Outfitters — open the trip, then open the guide report from Manage trip by day.
Guides — open the report in the Guide App.
Your two options
In the Please select the clients you guided section, open the Add client dropdown:
Create a new client — when the person's details are available and you want them saved as a client.
Log headcount — when there are no contact details, so the total number of guided clients is still recorded.
How to create a new client from the guide report
Open the guide report.
In the Please select the clients you guided section, open Add client and choose Create a new client.
Enter the client details that are available.
Continue completing and submitting the report.
How to log a headcount instead
Open the guide report.
In the Please select the clients you guided section, open Add client and choose Log headcount.
Enter the number of additional clients guided.
Finish and submit the report.
💡 Tip: Use Log headcount when you only know how many people were guided — for example, a party of three where only two clients were entered on the booking. Use Create a new client when you have a name and want the person on record for future trips.
⚠️ Note: A headcount records who was guided, but it doesn't add anyone to the booking. An extra guest who owes money still needs to be added to the booking by the outfitter before the invoice will include them.
Why this matters
Recording everyone who was guided keeps:
guided client counts correct
trip report totals accurate
guide pay calculating correctly
Guide pay is worked out from a client count, and your organization chooses which count that is. If base pay is set to use the submitted guide report, a guide who took two people but recorded only one may be paid at the one-client rate — which is why reports should go in right after each trip. Depending on your settings, an outstanding report may also hold up the payment entirely. If base pay is set to use the booking's client count instead, the report still records who was guided, but it won't change the payout. See Choose How Guide Base Pay Is Calculated.
If the report was never submitted
Submitting a trip report later can still update the payout to reflect the correct client count, as long as the payment hasn't been requested yet. Once a payment is requested, its amount is fixed and a report arriving afterward won't change it.
If submitting the report is not possible, or the payment has already gone out, an administrator can adjust a manual payment during Pay Guides by adding an adjustment and noting the reason — for example, "3-client trip". Automatic payments can't be edited, so the difference has to go out as a separate payment.