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AI agent for tour guides

Group Tour Itinerary Timing Agent

A tour itinerary that finishes on time with booked slots met

Group Tour Itinerary Timing Agent: what goes in, what the agent does and what you get

What it does

Group tours need realistic timing between stops, entry slots and breaks, and a plan that looks fine on paper often runs long with a real group. When a booking is confirmed, this agent builds the route from the stop list and calculates walking or driving times at the group's pace, using a slower pace for seniors and children. It adds queue times from past tours, booked entry slots and a break every 90 minutes. It then checks the plan against booked slots and the end time. If it runs over, it suggests cuts or swaps and checks again. The guide approves the itinerary. After the tour, the agent records actual times and updates its estimates. Edge case: groups with mobility needs get slower walking speeds and accessible routes.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Booking confirmed 2 USES A TOOL Pull group size, ages and mobility needs from thebooking 3 USES A TOOL Build route and walking times at the group's pace 4 DOES Add queue times, entry slots and breaks 5 CHECKS THE RESULT Does the plan meet slots and end time? If not: suggest cuts or swaps. Back to step 4. 6 YOU APPROVE Guide approves itinerary 7 USES A TOOL Record actual times after the tour 8 CHECKS THE RESULT Were actual times within 10% of the plan? If not: update pace and queue estimates for the nextbooking. Back to step 3. 9 RESULT Itinerary and updated estimates
Read the steps as a list
  1. Booking confirmed
  2. Pull group size, ages and mobility needs from the booking
  3. Build route and walking times at the group's pace
  4. Add queue times, entry slots and breaks
  5. Does the plan meet slots and end time?If not: suggest cuts or swaps. Back to step 4.
  6. Guide approves itineraryThe agent waits here for your OK.
  7. Record actual times after the tour
  8. Were actual times within 10% of the plan?If not: update pace and queue estimates for the next booking. Back to step 3.
  9. Itinerary and updated estimates

How it decides

Walking speed depends on group type. The plan must end within 10 minutes of the target.

  • Slow pace for seniors and children
  • Booked slots fixed
  • Breaks every 90 minutes

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Walking speeds
  • Break rules
  • Time tolerance
  • Data sources

What keeps you in control

It always asks you first

  • Guide approves the itinerary

Hard limits

  • Never books or cancels
  • Uses accessible routes when needed

It stops when

  • Done: tour completed
  • Stop: booking canceled

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
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An example run

What happensA 3-hour Rome tour for 25 seniors on May 14 had 7 stops. The first plan ran 3 hours 40 minutes, so the timing check failed. The agent dropped one fountain stop and moved the gelato break, and the new plan came to 3 hours 5 minutes. The guide approved it. The actual tour ran 3 hours 15 minutes, so the agent slowed its senior pace estimate.

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