Plan shifts automatically, connect staffing with actual tour operations, and adapt workforce capacity as booking demand changes.
PaxFlow is introducing a new approach to workforce scheduling for tour and activity operators – one that connects the staff schedule directly with the tours, departures and bookings it is there to support.
Instead of manually creating hundreds of shifts each month, operators can use PaxFlow to automatically build their workforce plan based on recurring schedules, availability, working-hour rules, qualifications and other planning requirements.
But that is only the starting point.
Because PaxFlow combines workforce planning with operations management, it can also use booking and departure data to understand what needs to be operated and what staffing is required to deliver it.
That means workforce planning can move beyond simply answering “Who is working?” to also answering “Do we have the people we need to operate what we’ve sold?”
From shift planning to operational planning
Tour operators need to schedule guides, drivers and other staff weeks or months in advance. Those schedules need to provide employees with predictability and give the business a committed base workforce.
PaxFlow automates much of the work involved in creating that plan. Operators can generate and publish shifts, manage availability and time off, account for qualifications and working-hour rules, and offer open shifts to employees or freelancers to request or claim.
Then PaxFlow connects that workforce plan with the operation itself.
Bookings flow into PaxFlow from the operator’s booking system. The platform understands upcoming tours and departures, passenger demand and the staffing and resource requirements associated with them.
As operational demand requires additional capacity, PaxFlow can automatically create the shifts needed to cover it. Those shifts can be incorporated into the workforce plan or published as open shifts for employees and freelancers.
Operators can also use forecast demand further in advance and progressively replace forecasts with confirmed booking demand as departure dates approach.
The result is a workforce plan that can evolve alongside the operation rather than being maintained separately from it.
Built around how tour companies actually operate
“Tour companies don’t schedule people in isolation. They schedule people because there are tours to operate,” said Soffía Kristín Þórðardóttir, Founder & CEO of PaxFlow.
“That sounds obvious, but most workforce scheduling and tour operations systems are still separate. Operations teams end up moving information between booking systems, staff schedules, spreadsheets and other tools just to work out whether they have the right capacity in place.
“With PaxFlow, we’re bringing workforce planning and operations management together. Operators can automate the shift planning they already do today, while gaining the ability to make that plan increasingly responsive to the tours they are actually operating and the demand they are seeing.”
PaxFlow supports the core functions operators expect from workforce scheduling — including advance planning, recurring shifts, availability, time off, qualifications, open shifts and working-hour rules — while extending planning into tour-specific bookings, departures, staffing requirements and resources.
PaxFlow Workforce Scheduling is available now for tour and activity operators.
