Staffing a tour used to take Dayin half an hour. Now it takes two minutes.
Dayin runs 2,000+ tours a year in Paris, London and Madrid with a team of 45 guides. Here is the same tour, staffed step by step, before and after Helm.
Before Helm, the founders were the scheduling system.
Walid and Clara, Dayin's co-founders, staffed every tour by hand. Every week they told themselves they needed more guides on hand, because they couldn't keep up. In the meantime, they guided a lot of tours themselves, just to avoid the scramble.
The week at a glance
A busy week in Google Calendar. Every tour is the same purple block, cut off and stacked on the next one. You can't tell which tours still need a guide.
The same kind of week in Helm. Every tour shows its guide, headcount, duration and language. The ones without a guide stand out in red.
A booking comes in
Bókun creates the event in Google Calendar, but all it says is "A total of 2 seats" and a link. So you open Bókun, find the passenger list, and copy the client's name, phone and notes into the event for the guide.
5 min · total 5 minThe booking lands in Helm with everything on it: guests, channel, notes. Several bookings on the same departure become one tour, with the right headcount.
0 min
Find a guide who's free
Check the availability spreadsheet, then every guide's calendar, then the emails where guides sent their dates. In peak season half of them are out of date and someone is on holiday. And you still have to remember who knows this tour, in this language.
5 min · total 10 minAvailability is always up to date. Helm only lists the guides who speak the language and know the tour, the most available first. No more asking a guide whether they can do the Louvre in Spanish.
~1 min
Ask the guide
Invite the guide to the calendar event, then send a WhatsApp to make sure they see it. Then wait. A guide who is on a tour answers at lunch, or at the end of the day.
Helm sends the invitation, follows up and reminds the guide. The guide accepts in one tap in the Helm app, and the tour is covered.
"Sorry, I'm not available."
Hours later, the answer comes back: no. Back to the spreadsheet. And because nobody knew in real time who was free, Dayin turned down last-minute and private requests it could have sold.
If a guide declines, Helm shows you who's next. One click, and the next invitation is out. And since you can see who's free in real time, you can say yes to a booking on the spot.
Confirm the guide
Once someone finally says yes, add their name to the calendar event so the rest of the team knows the tour is covered.
2 min · total 14 minNothing to do. The tour shows its guide the moment they accept.
0 minBrief the guide
The day before, send the reminder, the meeting point, the client's notes and the museum tickets on WhatsApp, one PDF at a time, for every tour.
10 min · total 24 minTickets, client notes, meeting point and contact are already in the guide's app, and the reminder goes out on its own.
The booking changes
When a booking changes in Bókun, the calendar event is updated, and everything you had typed into it is wiped. You start again, and hope the guide notices.
A small-group tour on a Sunday. Guests joined at the last minute, so Walid updated the calendar. The guide never saw the notification, and left without them.
Changes sync on their own and nothing you added is lost. The guide gets a notification and sees the new headcount in the app.
What Helm gave back to Dayin.
No tour without a guide.
Unassigned tours stand out, and invitations follow up on their own.
No guests left behind.
Last-minute changes reach the guide's phone, with the new headcount.
Yes to more bookings.
Knowing who's free in real time means saying yes on the spot.
Founders back to running the business.
Walid and Clara guide because they want to, not to plug the gaps.
“Before Helm, we had to ask every guide for their availability on WhatsApp. In peak season it could take me hours, because everyone was busy. Today, in one glance, I know who's available and who isn't. It saves me hours.”
Staff your tours like Dayin.
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