Adding staff to Fieldbook lets you assign team members and guides to departures, and add them as named contacts on your digital pages. Once a staff member is in the system, their name, photo, and contact details can appear directly on the passenger itinerary and guide itinerary.
Who counts as staff? Staff in Fieldbook typically includes your guides, tour leaders, and any team members involved in running departures. If someone might also travel as a guest on one of your trips, that's handled through the Bookings tab on their profile — both roles can exist in the same record.
Creating a new staff member
Click Staff in the left-hand navigation panel.
Click Create staff. A form will open with fields for their personal information, contact details, address, staff profile, and travel profile.
Fill in the relevant fields. Only the Name is required to get started — everything else can be added or updated later.
Click Create to save the new staff member. Their profile will open and you can continue adding details from there.
Fields in the new staff form
Personal information
Field | Description |
Name | The staff member's full name. This is the only required field. |
Preferred name | The name they go by day-to-day — useful if their legal name differs from what they're known as on tour. |
Date of birth and gender | Optional personal details for your records. |
Contact information
Field | Description |
Email and phone | Contact details for this staff member. These will appear on the trip contact card on your digital pages if this person is selected as the primary contact. |
Staff profile
Field | Description |
Certifications & qualifications | Any relevant guide certifications, first aid qualifications, or licences. For your internal records. |
Work notes | Any internal notes about this staff member's role or working arrangements. |
Travel profile
Field | Description |
Dietary information | Any dietary requirements for this staff member when they're on tour. |
Medical information | Any medical notes relevant to their participation in departures. |
Additional notes | Any other information you want to keep on file. |
What you can do after creating a staff member
Once a staff member has been created, their profile has four tabs with additional functionality.
Tab | What it's for |
Information | Edit their personal and contact details, upload a profile photo, and add emergency contacts. The profile photo is what appears on your digital pages when this person is selected as the primary contact. |
Profile | Add or update their staff profile and travel profile details, and add passport information for international departures. |
Bookings | View any bookings associated with this staff member. If a guide or team member is also travelling as a guest on one of your trips, their booking will appear here. |
Departures | See all departures this staff member has been assigned to, past and upcoming. |
Adding a profile photo: Once the staff member has been created, open their profile and upload a photo from the Information tab. This photo will appear on your passenger itinerary and sales brochure when they are selected as the primary contact on a document.
Using staff as a contact on your documents: Once a staff member has been added and has a profile photo, they can be selected as the primary contact when setting up your passenger itinerary or guide itinerary. Their name, photo, and contact details will appear on the trip contact card.