When you set the number of persons and a date for an experience, Brindlechute automatically calculates how many trip units the group needs based on the experience's Clients per Guide ratio.
Per-unit details is where you set how many people are on the trip and how they're split among guides, and where you assign guides, sections, and timing for each unit — whether you're creating a new booking or editing a confirmed one. Each unit holds up to the experience's Clients per Guide setting. To take more people than your current units can hold, click Add unit.
Where to Find Per-Unit Details
In the Itinerary builder, under each experience's name.
Seeing Group details instead? When you book a fixed-day experience, you'll see a Group details button under the experience's name instead of Per-unit details. Group details works differently: each group's party size is capped at the experience's Clients per Guide setting, and its daily table is read-only. See Understanding Group Details When Booking a Fixed-Day Experience.
Creating a new booking: Per-unit details opens automatically once you've set the number of persons and the date in the date window and clicked Select. There's no need to click the Per-unit details button.
An existing booking: Click Bookings in the left sidebar, select the booking, then click Manage booking in the pop-up. Click Edit (top right), then click Per-unit details under the experience's name.
Where Guide Assignment and Start/Meet Time Appear When Creating a Booking
Guide assignment, section, and start/meet time are all set inside Per-unit details when creating a booking:
Select or create a client — Choose an existing client or create a new one.
Add the experience — In the Itinerary builder, add the experience. In the date window, set the number of persons and the date, then click Select.
Find Per-unit details — It opens automatically under the experience's name.
Assign the guide — Click the unit's Guides field and choose a guide.
Set the meet/start time — Click the unit's Time & duration field and choose the time.
Save the booking.
How Units Are Generated
The number of units is calculated automatically from the experience's Clients per Guide setting, so no single unit can exceed capacity. For example, on an experience set to 2 clients per guide, a booking for 5 persons requires at least 3 units.
How clients are divided among those units is entirely up to you. In the example above, you decide whether the split is 2/2/1, or some other combination — for instance, if only 3 guides are available, you choose which guide takes 2 clients and which takes 1.
Each unit can hold up to the experience's Clients per Guide setting. For example, on an experience set to 2 clients per guide, a unit with 1 person has room for one more, so you can raise that unit's Persons to 2. Once every unit is full, click Add unit to add another guide's worth of capacity. The ratio itself cannot be changed on an existing booking — it is set on the experience, and only new bookings pick up a change to it.
To run a larger party under one guide, move the booking to an experience set to a higher Clients per Guide ratio; if the total should stay the same, override the price on the booking. See How to Override Prices on a Booking.
What's in the Table
Date — the day the unit runs, with the total persons for that day underneath. A multi-day trip gets one row per unit for each date.
Persons — the number of clients in that unit. Use the +/- buttons to adjust, up to the experience's Clients per Guide setting. The day's total updates as you go.
Guides — when Guide Priority and Assignment is turned on for your organization, Brindlechute automatically fills this in with AI-assigned (marked with a sparkle icon) and picks the guide itself. Click the field to open the guide list and choose a specific guide instead, or click Clear to leave the unit Unassigned if you're not ready to decide yet.
Requested — check this box when the client specifically asked for this guide, so your team and the guide can see it was a client request. See How to create a Booking with a requested guide.
Section — assign the section or location for that unit. Defaults to Unassigned.
Time & duration — shows the unit's scheduled meet time and length (for example, 8:00 AM · 4 hours). Click it to open the Edit time & duration for trip panel and adjust the time for one unit or all of them. See How to override the start time while creating a booking.
Price — that unit's price. On an experience with flat group pricing, every unit costs the same no matter how many people are in it. Click the price to override it. See Configure flat group pricing for an experience.
Add unit — adds another unit row for that date, for when you need another guide.
Copy and X icons — the copy icon duplicates a unit row. The X removes the unit, and its persons come off the day's total.
Notes for a Specific Guide
Each unit has its own note field. Whatever you write there reaches only the guide assigned to that unit, so it's the place for anything specific to them — meetup adjustments, client details, or how many clients they're taking.
The per-unit client split is an outfitter-side view. Guides see the full client roster for the trip in the Guide App rather than the count assigned to their own unit, so if a guide needs to know their number before the trip, put it in the unit note.
There are two places to add one. Either way it's the same note, and it appears to that guide in the Guide App under Trip notes from outfitter.
From Booking Detail: open Per-unit details under the experience's name, click the note icon on that unit's row, write the note, and click Save.
From Trip Detail: scroll to Manage trip by day, select the day, and find the guide's row in the Guides card. Click Add note (it reads Note once a note has been saved), write the note, and click Save.
Editing Trip Units on a Confirmed Booking
On a confirmed booking, you can still change client counts, add or remove units, and reassign guides using the same Per-unit details table. Click Bookings in the left sidebar, select the booking, then click Manage booking in the pop-up. Click Edit (top right), and expand Per-unit details under the experience's name.
A unit becomes locked — its Guides and Requested fields can no longer be edited — once its guide has been paid, or once a guide report has been submitted for that unit.
When a Booking Has More Units Than It Needs
Reducing the number of persons on a confirmed booking doesn't remove trip units on its own. If the group drops from 13 persons to 10 on an experience set to 2 clients per guide, the booking needs 5 units instead of 7 — but the two surplus units stay in place until you remove them.
Brindlechute flags the experience as over-provisioned and expands Per-unit details automatically so you can see which rows are no longer needed.
Remove a Surplus Unit
Open the booking — Click Bookings in the left sidebar, select the booking, then click Manage booking in the pop-up.
Per-unit details expands automatically when the booking has more units than it needs.
Click the X on the unit row you no longer need.
Removing a unit also removes its persons from the day's total. If those clients are still coming, add them to the remaining units with the + button.
Click Save.
Clearing the guide isn't the same as removing the unit. Using Clear on a unit's Guides field leaves the unit active and still counted — it just leaves it unassigned. To reduce the number of units, remove the row itself.
If the unit you remove has a guide assigned, the removal goes through and that guide receives a Trip Canceled notification rather than an unassignment notification, since the trip unit itself is going away.
Draft Bookings
On a booking that hasn't been confirmed, reducing the number of persons trims surplus units automatically, starting with any that have no guide assigned. Removing rows by hand only applies to confirmed bookings, where the trip units already exist.
Starting from Trip Detail
Trip Detail doesn't remove units. When a trip has more units than it needs, Trip Detail shows a notice with a Manage booking action that takes you to the booking, where the Per-unit details table is the only place a surplus row is removed.
Seeing an extra slot on an older booking? A booking edited before trip units were tracked per unit can still carry a surplus slot. It's resolved the same way — open the booking, expand Per-unit details, and remove the extra unit row.
Note: On a new booking, guide and section assignments made here aren't final until the booking is confirmed. If a guide was AI-assigned, Brindlechute opens a Confirm Assignment window after you save so you can review the suggested guide one more time before it's locked in.