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You can combine multiple runs into one (merge) or separate a run into multiple runs (split). Use these actions to adjust how bookings are grouped when tour plans change. Merge runs combines multiple runs into a single run. All bookings, guide assignments, and comments move to one run. Use this when you want to operate separate bookings as one departure. Split run separates a run with multiple bookings into separate runs. Each booking becomes its own run again. Use this when you need to operate bookings independently.

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Before you start

Before merging runs, confirm:
  • Runs start and end at exactly the same time. Runs with different times won’t appear as merge candidates.
  • The total passenger count won’t exceed the target run’s capacity.
  • You’ve decided which run should be the “main” run (target). Source runs will be removed after the merge.
  • Combined notes can’t be separated later, even if you split runs afterward.
  • Your organization’s merge rules allow the merge.

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Who can merge and split runs

Only Admins and Owners can merge or split runs.

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Where to find these actions

Both actions appear in the Run details page header:
  • Merge button appears on any run
  • Split button only appears when a run has multiple bookings or events
If you don’t see the Split button, the run only has one booking and doesn’t need to be split.

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How to merge runs

1

Open the Merge Runs dialog

Click Merge in the Run details header. You’ll see a list of runs you can merge with this run.
If a run doesn’t appear in the list, it usually means the start and end times don’t match exactly.
2

Review eligible runs

Runs marked as “Eligible” meet all the requirements to be merged. Look for the Eligible Runs badge to see how many runs can be merged. Runs that can’t be merged show a reason badge explaining why. See Why a merge might be blocked below.
3

Select runs to merge

Check the boxes next to runs you want to merge. You can click Select All Eligible to quickly select all eligible runs at once.
4

Choose which booking details to display (optional)

If you want to control which booking’s information appears on the merged run, select a booking from the Canonical Booking dropdown. This determines which customer name and booking details show up in the run header. If you don’t select one, the first booking’s details will be used.
5

Decide whether to reset guide assignments (optional)

Check Reset Accepted Guides to Pending if you want guides who already accepted to be moved back to pending status. They’ll need to accept again on the merged run. Leave this unchecked if you want accepted guides to stay accepted on the merged run.
6

Confirm the merge

Click Merge Selected… to open the confirmation dialog. If the total number of passengers across all selected runs exceeds the target run’s capacity, you’ll see a warning: “cannot merge runs: projected passengers (X) exceed capacity (Y)”. You’ll need to adjust capacity or merge fewer runs.Review the confirmation message. It reminds you that:
  • Tickets and guide assignments will move to this run
  • Notes will be combined and cannot be undone
Click Confirm Merge to complete the merge.

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What to expect after merging

After merging, here’s what changes on the target run: Bookings and tickets – All bookings from the source runs move to the target run. Each passenger’s ticket and booking information stays intact. Guide assignments – All guide assignments move to the target run. If a guide was assigned to multiple runs being merged, only one assignment remains. Their assignment status follows these rules:
  • If you checked “Reset Accepted Guides to Pending”, accepted guides move back to pending status
  • If you left it unchecked, accepted guides stay accepted
Comments and drafts – Comment drafts move to the target run. If someone had drafts on multiple runs, they’ll all appear on the merged run. Notes – Notes from all bookings are combined with a separator line (---) between each. This cannot be undone. Once notes are combined, you can’t split them back to individual bookings. Source runs are deleted – After the merge, the source runs are removed from the system. Only the target run remains. Activity history – The activity log records the merge action, including which runs were merged and any options you selected.

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Why a merge might be blocked

Runs must meet specific criteria to be merged together. Some blockers are always enforced, while others depend on your organization’s merge rules.

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Always enforced

Times don’t match exactly – Runs must start and end at exactly the same time. If one run is 9:00-11:00 and another is 9:15-11:15, they can’t be merged. Change the times so they match, then try again. Capacity exceeded – The total number of passengers across all runs being merged can’t exceed the target run’s capacity. You can:
  • Increase the capacity on the target run
  • Merge fewer runs
  • Remove some passengers before merging

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Controlled by your organization’s merge rules

Your admin can turn these rules on or off in Settings → Organization → Policies → Merge Rules. By default, all these rules are turned on to prevent accidental merges. Different experiences – When this rule is on, runs must be for the same tour or experience. You can’t merge a kayak tour with a hiking tour. Create a new run for the correct experience instead, or ask your admin to adjust the rule. Different options or rates – When this rule is on, runs with different booking options or pricing rates can’t be merged. Adjust the bookings to use the same options, or merge runs with matching configurations. Different run status – When this rule is on, runs must be in the same status (like “confirmed” or “draft”). Change the status to match on all runs before merging, or ask your admin to adjust the rule. Private experience blocked – When this rule is on, you can’t merge runs marked as private. This prevents accidentally combining private bookings with shared bookings. If you need to merge private runs, ask your admin to adjust the rule. Private rate blocked – When this rule is on, runs with private rates can’t be merged. Ask your admin to adjust the rule if you need to merge these runs.

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After merging: calendars and guide updates

After completing a merge, several automatic updates happen to keep calendars and guides informed: Guide calendar invites – If guides have calendar integration enabled, their calendar events are updated to reflect the merged run. Accepted guides receive updated invites with the correct run details. Source calendar cleanup – Calendar events from the deleted source runs are removed so guides don’t have duplicate events. Guide notifications – Guides who had accepted assignments on the source runs receive a notification letting them know about the merge. This gives them a chance to review the updated run details. You (the person who performed the merge) won’t receive this notification. Assignment sync – Guide assignment reminders and notifications are rescheduled based on each guide’s current status:
  • Accepted guides receive reminder-only notifications
  • Pending guides receive the full assignment notification schedule

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How to split a run

1

Open the Split Run dialog

Click Split in the Run details header. You’ll see a list of all bookings/events in this run.
2

Select which bookings to split off

Check the boxes next to bookings you want to move into new runs. Each selected booking will become its own separate run. You can click Split all… to quickly split every booking into individual runs.
3

Review the future state

The dialog shows how many new runs will be created based on your selection.
4

Confirm the split

Click the split action to confirm. The confirmation reminds you that: - Notes cannot be unsplit – If bookings shared combined notes, you’ll need to manually separate them after splitting - You may need to reassign guides, tickets, and comments in the new runs afterward Click Confirm to complete the split.
After splitting, you’ll need to check each new run in the Run details page to reassign guides, review notes, and adjust any other details that should be handled separately.

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What to expect after splitting

After splitting, here’s what happens: Original run keeps the first booking – The run you split stays active and keeps its first booking or event. All other selected bookings move to new runs. New runs are created – Each split-off booking becomes a new run. The new runs appear in your runs list. Guide assignments stay on the original run – All guide assignments remain on the original run. You’ll need to manually assign guides to the new runs if needed. Notes remain combined – If notes were previously merged, they stay combined on all runs. You’ll need to manually edit notes on each run to separate them. Calendar and reminder updates – If the original run had a calendar event, it’s updated to reflect only the remaining booking. Guide assignment reminders are rescheduled based on each guide’s status. Follow-up tasks – After splitting, visit each new run’s details page to:
  • Assign guides
  • Update notes
  • Review and adjust tickets or comments
  • Confirm capacity and other run settings