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Daysheets Help Center

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Daysheets is introducing our first AI feature to make it quick and painless to bulk add flights to your tour!  Follow the guide below to get started!

Click on “Flights” in the top left-hand corner to access the flight grid.  The flight grid allows you to view all of your flights across the tour.

From the flights overview or import tab, look for the “import Flights” button in the top right hand corner of the window.

Using the drawer on the left, drag as many itineraries as you wish into the drag and drop zone.

We recommend uploading files that come from your travel agent that look similar to the document on the right hand side.

Once you’ve dragged your tickets into Daysheets, press the blue “Upload and Continue Button” in the lower right hand corner.

From here you can move to the Imports tab in the top left hand corner of the flight page to view the status of your flights.

From the imports tab, you will notice three different states of the status for each ticket:

this means we are still sending the file from your computer to our servers.  If you notice after a few minutes that the file status is still uploading, you can try quitting Daysheets and re-opening the app to see if it has moved to processing.

This means we have received the files, and are working with OpenAI to review the information on the ticket, before sending it back to your computer.  This step can take anywhere from 1-3 minutes, but normally happens within 30 seconds.  If you feel the file is stuck in processing, you can try quitting Daysheets and re-opening the app to see if it has moved to Ready for Review

One the file has status has changed to Ready for Review, we’ve succesfully processed the information, and now you can check that we got everything right before adding to your tour!

Now you’re ready to review the imported flight!

Click the review button on the first flight under “Parsed Flights”, and check that all of the information looks accurate.  If you scroll to the bottom of the drawer on the right hand side, you can press the eye ball to open a preview of the ticket within Daysheets.

If you need to edit any of the details of the flight, you can press the edit flight button to adjust flight details, passengers, record locators and seats.

Once you click add to tour, the flights will show up in the list of flights!

You’ll notice below that Passengers 1, 2, and 3 are on the same trip.  If you select the check boxes next to those three trips, you will see a merge flights button appear in the top right hand corner.  This will put all three passengers on the same trip, while retaining any record locators and seat information.

Importing Flights with Daysheets AI

Adding Lodging is simple and can be done from both the mac app and the mobile app.  to get started, follow the instructions below. 

Adding lodging and rooming lists on MacOS

 .  From there you can define the type of location you are adding, and then use the search bar to find the property.  From there, you add the check in and out details, along with any notes you want your team to see about the hotel.  

Once your details are in place, click next to create a rooming list.  You can use the the search bar at the top of the window to add groups or individuals to the rooming list.  You can customize individual check in and check out dates for everyone, and you can also add guests to your rooming list that aren’t part of your team.  

From the day view on the Mac app, click on a hotel reservation to open p the rooming list.  In the lower corner of the screen, look for the 

 button. Daysheets will export your rooming list in excel format and give you the choice to save it to a location of your choosing.

Lodging & Rooming Lists

Transfers allow you to setup rides with ease, and build grids to share with festivals, vendors and promoters.  Review our guide below to learn more. 

We'll create a ground transfer for the crew, timed around their venue load-in. We'll use the navigation above the grid to add a day preview, for easier transfer scheduling.

 to move to the Transfers view.  you can also use the blue + button in the top right, and click Transfers.  Since we want to add a transfer around an event, press the blue check button above the grid.  These buttons allow you to add a preview of your day within the transfer grid, so you can transfer schedules accordingly:

Click the blue departures button to preview departing flight information, to setup transfers around departure.  

Click the departures button to preview departing flight details, to setup transfers around departures.  

Click the arrivals button to preview arriving flight information, to setup transfers around arrivals.

We can see that load in takes place at 7:30AM, so we should setup a transfer at 7:00AM for the crew.  Using the entry field in the bottom, enter the following details to create a transfer:

Click on “Label” to give the ride a name, such as “Crew to Load In” then press 

Add a departure time, by entering a time.  You can enter 7A and press 

, Daysheets will automatically format the time.

Search for a departure location.  Use the google maps search to add a location, or use shortcuts to find relevant locations:

Enter your arrival location the same way you searched for the departure location.  Press 

Daysheets will calculate your arrival time, using Google Maps, but you may want to adjust this to account for traffic.  Press 

In ‘Passengers’, search for passengers to add to this ride.  you can search for individuals or groups.  Once you’ve added the passengers riding in this transfer, press 

The contact field allows you to assign a primary passenger.  If you have a phone number associated with the primary passenger, the contact number field will automatically be populated.  this field is optional, when you’re ready to proceed, press 

Specify the transfer type, such as 'Transit Van' or '2 SUV’s'. Pressing 

Daysheets allows you to export transfer grids as a customizable spreadsheet.  

From the transfers view, click the export tab in the top right

You can export multiple days worth of transfers by adjusting the start and end dates in the top left corner.

Finally, select the rides you wish to export using the check boxes on the left, and click export.

You will have the option to save the grid to a location of your choosing.  From there you can open the spreadsheet in Excel or Numbers, and add, edit, or style to your liking.  

Congratulations, you’re moving through Daysheets like a pro!

From here, you can learn how to add reservations like 

invite your team members to access Daysheets.

Transfers and Grids

There are multiple ways to enter the schedule.  From quick adds to templates, scroll through below to see which options is best suited for your needs.

At the bottom of the schedule, you can click “Add Event”  to add an event to the schedule.  The following fields will appear:

Click “Edit” at the top of the schedule to edit multiple events at once.  A new window will appear, allowing you to tab through creating as many events as you have on the day.  The schedule will automatically sort based on the start times of the events.  

You can save templates if you have a similar schedule you want to apply to multiple days.  Once you’ve created a schedule you like, from the edit view; select “Save as Template” in the lower right.  Give the template a name and click save. 

To apply the schedule to any given day, click Edit to go into the full edit view.  Select the tab that says “Templates” in the top right, and choose the template to apply.   Before it’s applied to the day, you can make any changes to the schedule.  Then click save to apply the events to that day.

How do i make an event after midnight show at the bottom of the schedule?


In the start and end time entry fields, you should see a +1 button.  Select that whenever an event happens after midnight to force it to the bottom of the schedule.
    


Association allows you to tag certain individuals and groups to scheduled events.  If you’re tour is setup to use visibility, tagging a specific group on an event, will only allow that group to see that event.  Checkout our tutorial on 

Adding Events and Reservations

Importing Flights with Daysheets AI

Lodging & Rooming Lists

Transfers and Grids

Daily Schedules