Create the Program

Gear does not gate creating the Program

Missing forms, requests, approval, pickup or a failed equipment-status lookup do not block Program creation. Select your assigned guests and complete the normal scheduling, license, access and conflict validations. Gear stays a separate workflow; an assistant draft does not submit equipment or confirm a Program. If a guest on the Program has gear needs but no gear request yet, the review step shows a warning with a Request gear shortcut; you can still send the Program. Starting a Fishing Program is different: it waits until the gear its guests asked for is picked up. Guests who bring their own gear, or never answered the gear questions, never hold it up.

Create the Program from the assigned CIS so its date, clients, lodge, and trip context remain connected.

Start with the day context

Guide Mobile does not show one static activity list:

• on arrival, the assigned transfer Guide can choose IN only, IN + Fishing, or IN + POA; other Guides see the arrival as coordination context and choose Fishing or POA;
• an ordinary day offers Fishing or POA;
• the last day uses OUT only; and
• an internal lodge boundary offers Transition, Transition + Fishing, or Transition + POA.

IN and OUT use the authoritative CIS transfer. Transition keeps its route and passenger manifest read-only. Fishing requires a Beat. POA requires at least one activity and a Trailhead coordinating guide; an external provider is optional. One POA Program can include several activities. Choose Other for an activity that is not in the list and describe it in the note. The participants, guide, logistics and pay stay the same for the whole Program.

IN only and OUT only count as 0.50 day. IN + Fishing and IN + POA count as 1.00 day and cannot form the two-half-day OUT/IN calendar pair.

For a Fishing variant, choose the Beat

• Recommendations ranks suggested beats and explains why each one fits the field day.
• All beats exposes the complete selection when the recommendation is not appropriate.
• Only the Program lodge's Beats are offered. A Transition Program needs a Transition Beat set up for that lodge route; if none fits, ask Operations to set one up.
• Each recommendation shows confidence, access availability, capacity, and supporting reasons.
• The checkmark identifies the currently selected beat; Continue advances with that selection.

Confirm clients or the transfer manifest

• The checkmark identifies each client included in the Program.
• Client cards surface useful preparation context such as returning status, experience, and dietary or medical notes.
• Select all includes the full CIS group; Clear removes the current selection so the guide can rebuild it.

For ordinary Fishing or POA, include only participating clients. IN preselects arriving clients and lets the guide confirm them. Transition automatically uses the transferring CIS clients and does not allow the guide to rewrite the manifest.

Review and send

• Confirm the group, date, client count, and lodge at the top of the review.
• Recheck the Beat for Fishing, or every activity (and the Other note) and the optional provider for POA.
• Confirm authoritative IN/OUT or Transition routes rather than recreating them.
• Confirm only the logistics and time fields shown for the selected variant.
• Equipment requirements and safety notes are no longer duplicated in this proposal step; use the CIS gear and source safety/Access records instead.
• Use Send program only when the summary matches the intended field day.

Sending triggers the Program conflict check.

Required Guide licenses

For every Fishing variant, Trailhead also compares the assigned Guide's license holdings with the requirements owned by the selected Beat's Access. The holding must use the same license match and be valid on the Program date.

If a required Guide license is missing, expired, or not valid yet, Send program is rejected and no Program or downstream allocation is created. The message identifies the Guide, license, and Beat. Update the Guide's licenses or choose another eligible Guide or Beat, then send the same draft again. A client-only license requirement does not block the Guide.

Automatic readiness and two different exceptions

• No conflict: the Program becomes ready automatically. Coordinator review is not required.
• FIE deviation: the assigned Guide may choose a non-recommended eligible Beat, but must record the reason. It submits directly and never enters coordinator approval.
• Shared Beat-capacity conflict: the Program stays blocked until the deciding Guide Coordinator moves one Program, records an exact capacity exception, or escalates to Head Guide. A Program that was waiting only for the conflict then becomes ready automatically.

When the review finds a conflict

The best-ranked Guide Coordinator of the lodges of the groups on the Beat owns real shared capacity conflicts, not a Guide's FIE deviation. Any guide, a Guide Coordinator included, can send a Program to a Beat that is already full; the conflict then goes to that coordinator. Open the conflict banner immediately before Calendar, compare the affected Programs, choose the Program that should move (it can be your own), select another Beat, and review the exact change before confirming. The Beats offered are the ones that Program's guide could choose: their lodge's Beats with access agreements in place on the date and the licenses the Beat requires or, on a transition day, only the Transition Beats for that route. Trailhead starts with no Program selected and rechecks live ownership and capacity before applying the move.

After the move, the moved guide is notified, the access contacts of the new Beat receive the Program, and a Program that was waiting only for the conflict becomes ready automatically.

Next: execute the Program. A conflict-free Program proceeds automatically; coordinator involvement is required only for a conflict.