How to Schedule Recurring Tours on BYOPA in Under 5 Minutes

One of the biggest challenges for tour operators isn't creating great experiences—it's managing the logistics.

Creating a new event every weekend. Updating dates. Sending reminders. Tracking registrations. Answering the same questions over and over.

BYOPA was built to eliminate that busywork.

With recurring events, you can schedule an entire season of tours in just a few minutes. Once your schedule is published, guests can register online, receive automatic reminders, and join your tour with nothing more than their own smartphone.

Let's walk through the process.

Step 1: Create Your Tour

Before scheduling recurring events, make sure your tour is complete.

This includes:

• Tour title
• Description
• Meeting location
• Audio content
• Tour stops (if applicable)
• Photos
• Pricing
• Capacity limits

Think of this as building your tour once so you never have to rebuild it again.

Step 2: Setup your Tour

From your BYOPA dashboard:

Events → Create Event

Select your completed tour.

Choose:

• Date
• Start time
• Duration
• Maximum attendance

If you only plan to offer the tour once, you're finished.

But most operators want recurring events.

Step 3: Create a Recurring Schedule

Instead of creating each event individually, choose Recurring Event.

Examples include:

• Every Saturday
• Every Friday and Saturday
• Every Sunday afternoon
• Weekdays only
• First Saturday of every month
• Daily during tourist season

In just a few clicks, BYOPA can create dozens of upcoming events automatically.

Need to skip a holiday?

Simply remove that date without affecting the rest of the schedule.

Step 4: Set Your Capacity

Every tour has a practical limit.

Whether your ideal group size is:

• Click add Event
• Fill in the pertinent information.
• Be sure your own bio has a picture and some information about yourself; guests will read this, if present.
• Configure pricing,
• Add a guest tour guide – keep in mind they don’t have to be physically present
• Choose features, like Krisp noise cancellation or Raise Hands to ask questions.
• Enable Translations, if that’s part of your tour offerings.

Step 5: Publish Your Event

When you're ready, click Save Event.

Your tour is immediately available for registration.

Guests can:

• View available dates
• Purchase their tickets
• Receive confirmation emails
• Receive automatic reminders before the tour

No manual follow-up required.

Step 6: Share Your Tour

Every published event includes a shareable link.

You can post it on:

• Instagram
• Facebook
• TikTok
• Your website
• Email newsletters
• Google Business Profile

You can also generate a QR code that links directly to your tour registration page.

Place QR codes on:

• Posters
• Brochures
• Business cards
• Hotel concierge desks
• Visitor centers
• Coffee shops
• Partner businesses

One scan takes guests directly to registration.

Managing Your Schedule Is Easy

Plans change.

Weather happens.

Special events pop up.

With BYOPA you can:

• Cancel individual dates
• Edit start times
• Increase or reduce capacity
• Duplicate successful events
• Add holiday or seasonal tours

without rebuilding your entire schedule.

Guests Stay Informed Automatically

One of the biggest time savers is automated communication.

Instead of answering dozens of emails asking:

"What time does it start?"

or

"Where do we meet?"

BYOPA automatically sends guests:

• Registration confirmations
• Event reminders
• Tour details
• Meeting information

Your guests arrive prepared—and you spend less time answering repetitive questions.

A Better Experience for Everyone

Recurring scheduling doesn't just save you time.

It also creates a better experience for your guests.

People can browse future dates, choose the one that fits their schedule, and register in just a few clicks.

That convenience often leads to more bookings.

Pro Tips

Publish More Dates Than You Think You'll Need

Guests are more likely to book when they have options.

If your schedule changes later, it's easy to remove dates.

Keep Your Schedule Consistent

A predictable schedule makes marketing much easier.

Examples:

• Every Friday at 6:00 PM
• Every Saturday at 10:00 AM
• Every Sunday at 2:00 PM

Guests quickly learn when your tours are available.

Promote the Same Registration Link Everywhere

Use the same booking link across:

• Social media
• Email signatures
• Printed materials
• Your website
• QR codes

The fewer clicks it takes to register, the more bookings you'll receive.

Spend Less Time Managing—and More Time Guiding

The best tour operators focus on creating memorable experiences, not managing calendars.

BYOPA handles the scheduling, registrations, reminders, and ticketing so you can spend your time where it matters most—with your guests.

Set your schedule once.

Share your tour.

Welcome your next group.

Repeat.

That's how recurring tours should work.