ATOS · TRAINING GUIDE
Operations Dashboard Guide
Step-by-Step Feature Guide for Operations Handover, Supplier Confirmation, Guide/Vehicle Readiness & Guest Issue Tracking
Guide Overview
The Operations Dashboard manages all active trips, tasks, supplier confirmations, guide assignments, vehicle assignments, and lodge bookings. Operations receives bookings after Reservations/Accounts handover — specifically after the itinerary is ready, quotation is prepared, and management review is approved or marked ready for invoice. In the ATOS Canonical Booking Flow, Operations is Step 9 of 13 (Operations Handover). The Operations team is responsible for accepting handovers, creating operations checklists, confirming suppliers, assigning guides/vehicles, coordinating with Camp (Step 10) and Fleet (Step 11), and reporting risks to Director OS (Step 13).
Where This Department Fits in the Booking Flow
Operations owns Steps 9-11 of the 13-step Canonical Booking Flow: (9) Operations Handover Accepted — operations receives the booking from Accounts, (10) Camp & Supplier Coordination — operations confirms lodges, camps, guides, and vehicles, (11) Trip Ready for Travel — all logistics confirmed and the trip is ready to operate. After the trip, Operations hands over to Camp and Fleet for final execution.
Daily Workflow
Open the Booking Flow tab to check new operations handovers from Accounts or Itinerary Builder.
Accept each handover — verify itinerary, payment readiness, and client details are complete.
Review the itinerary, dates, destinations, and accommodation selections.
Check payment readiness status from Accounts.
Create an operations checklist for each booking.
Confirm suppliers: lodges, camps, activities, permits, airport transfers.
Assign guide and request vehicle/fleet assignment.
Send camp requirements to Camp Coordination (Step 10).
Request fleet assignment from Fleet Management (Step 11).
Record any guest issues or incidents.
Mark operations ready when all items are confirmed.
Report risks and missing data to Director OS.
Step-by-Step Feature Guide
Tasks
Manage operation tasks for each booking.
Steps
Open the Tasks tab.
Review tasks by priority: urgent, high, normal, low.
Check task status: pending, in progress, blocked, completed.
Update task status as work progresses.
Record blocked reasons if a task cannot proceed.
Mark tasks as completed when done.
Assign tasks to the correct staff member.
Trainer Script
Tasks are the day-to-day actions needed for each booking. The operations team should check tasks daily and update their status.
Readiness Checklist
Track the readiness of each booking before departure.
Steps
Open the Readiness tab.
Select the booking to review.
Check each checklist item: client confirmed, itinerary confirmed, payment checked, supplier confirmed, transport confirmed, guide assigned, documents ready, emergency contact.
Mark each item as confirmed when complete.
Flag any items that are not ready.
Calculate the overall readiness score.
Trainer Script
The readiness checklist ensures nothing is forgotten before a trip. Every item must be confirmed before a booking is marked as ready to operate.
Guides
Assign and track guides for each booking.
Steps
Open the Guides tab.
Check unassigned bookings.
Propose a guide based on language and experience level.
Assign the guide to the booking.
Confirm the guide briefing status: not started, scheduled, completed.
Mark client safety confirmation.
Record guide contact information.
Trainer Script
Guide assignment is critical for client experience. The operations team should assign qualified guides and ensure they are briefed before the trip.
Vehicles
Assign and inspect vehicles for each booking.
Steps
Open the Vehicles tab.
Check unassigned bookings.
Propose a vehicle based on type and capacity.
Assign the vehicle and driver.
Schedule vehicle inspection.
Update inspection status: not done, scheduled, passed, failed.
Check fuel status.
Record driver contact information.
Trainer Script
Vehicle assignment includes both the vehicle and the driver. The operations team must ensure vehicles are inspected and fuel-ready before departure.
Lodges
Confirm lodge bookings for each trip.
Steps
Open the Lodges tab.
Check lodge confirmation status for each booking.
Follow up on pending lodge confirmations.
Record lodge contact details.
Confirm check-in dates and room types.
Flag any lodge issues.
Trainer Script
Lodge confirmation is essential for trip readiness. The operations team should confirm all lodges before marking a booking as ready.
Calendar
View all upcoming trips, transfers, and tasks on a calendar.
Steps
Open the Operations Calendar.
Review upcoming trips and their dates.
Check for scheduling conflicts.
Plan vehicle and guide availability.
Prepare for upcoming departures.
Trainer Script
The calendar gives a forward view of operations. Use it to plan ahead and avoid conflicts.
Common Mistakes to Avoid
Not updating task statuses daily.
Leaving readiness checklist items unchecked.
Assigning guides without confirming language requirements.
Not inspecting vehicles before assignment.
Forgetting to follow up on pending lodge confirmations.
Not recording guest issues or incidents in ATOS.
Ignoring the operations calendar when planning.
Mark & Dorith — Operations Handover Simulation
After Accounts confirms payment, Operations receives the handover for Mark & Dorith's 10-day luxury safari. The Operations team must accept the handover, create the checklist, confirm suppliers (lodges, camps), assign a guide, request vehicle/fleet, and coordinate with Camp before marking the trip ready for travel.
Step 01 — Accept Handover
Operations accepts the handover from Accounts and verifies itinerary, payment, and client details.
💡 Operations must verify all handover data is complete before accepting. Missing data should be flagged back to Reservations or Accounts.
Step 02 — Supplier Confirmations
Confirm lodges, camps, and activities for each destination.
💡 Follow up on pending lodge confirmations immediately. Peak season availability is tight.
Step 03 — Guide & Vehicle Assignment
Assign a senior guide experienced with elderly guests and request a luxury Land Cruiser.
💡 For senior guests, assign a guide who is patient and experienced. The vehicle must have a pop-up roof for game viewing.
Operations Practice Assignment
Tasks
Select a sample booking.
Update at least three readiness checklist items.
Assign a guide and vehicle.
Create and complete an operation task.
Check the operations calendar for upcoming trips.
Success Criteria
Readiness checklist items are confirmed.
Guide and vehicle are assigned with contact details.
Task is created and marked as completed.
Calendar is reviewed and no conflicts are identified.