For tour guides and anyone running an organised group. You build the plan, your group follows it live on their own phones, and everyone’s photos land in one album. This guide uses the exact button names you’ll see on screen.
It assumes a Trip — more than one day, with lodging and travel. A single-day outing is an Event, which has its own ladder up to 200 guests. Only Trips can be reused as a starting point for the next one, which for a repeat itinerary is reason enough on its own.
1. The Tour Group plan
The trips ladder is priced by head count. One-time, per trip, and only you pay — nobody in your group is ever charged.
| Plan | Price | Travelers |
|---|---|---|
| Day Trip | $0 | 2 |
| Getaway | $2.99 | 8 |
| Adventure | $4.99 | 12 |
| Big Trip | $12.99 | 20 |
| Tour Group | $29.99 | 50 |
Count yourself and your staff in — everyone on the trip takes a seat. A coach of forty plus two guides fits Tour Group with room spare.
Don’t see Tour Group in the app? Update to the latest version from the App Store or Google Play — older versions stop at Big Trip. You can always start one in a browser at app.thatonetime.app.
A trip runs up to 30 days on every plan, Tour Group included. A longer duration means a second trip.
2. Who can do what
A Tour Group trip starts stricter than a family one, in two ways:
- The roster is hidden. Travelers see how many people are on the tour, not who they are.
- New joiners are set to Photos only. The role picker in the Share sheet opens on “Photos only” instead of “Traveler,” so a scanned QR code doesn’t hand fifty strangers the ability to edit your itinerary.
These are starting points, not locks. Both controls exist on every trip at every price — a family on the free plan can set the same thing. Tour Group just begins strict instead of open. You can open either one up, and you can invite any individual at any role you like.
The roster switch lives in the trip’s details and only you or a co-host can change it. The role each person gets is chosen per invite, in the Share sheet, every time — so the preselect is a sensible default, never a ceiling.
| Role | What they can do |
|---|---|
| Co-host | Everything you can — edit the plan, invite people, manage the roster. Not billing, not deleting the trip, and they can’t make another co-host. |
| Traveler | Full access. Sees the plan, adds places, activities and photos. |
| Photos only | Sees everything, posts photos, can’t touch the plan. The default for a Tour Group joiner. |
| View only | Looks, likes and comments. Adds nothing. |
3. Your staff
A second guide, a driver, an office coordinator — invite them as Co-host. They can build and change the plan, invite people, and manage the roster while you’re busy, without reaching your billing or being able to delete the trip.
Co-host is the one role with no QR code: email only, and only the trip’s creator can grant it. Open Share → Invite, pick Co-host, type their address, tap “Email invite.”
No QR option showing? You have Co-host selected — it’s the only role without one.
4. Getting fifty people in
One QR code gets a whole coach in. Scanned as many times as you like, no code per person.
- Open Share → Invite. Confirm the role — on a Tour Group trip it opens on “Photos only.”
- Tap “Create invite QR code or link” → “Show QR code.”
- “Print poster” makes a page with the code big enough to read down a coach aisle — tape it to a seat back, a clipboard, or the welcome pack. “Save image” saves just the code for a pre-departure email. There’s a copyable link too.
- When the tour is over, tap “Turn off this link” so it stops admitting people.
Print this next to the code, or read it out at the door:
- Open your phone’s camera. No scanner app needed.
- Point it at the code and tap the link.
- Type your email address. A short code comes back — enter it and you’re in. No password, no app.
An account is created as they sign in, so you always know who added which photo. If someone would rather have a personal invite, scroll to “or email it” and send one — those expire after 7 days, while the QR code keeps working until you turn it off.
One code, one role. A code created for “Photos only” always joins people that way. If a handful of people need to edit the plan, make a second code set to “Traveler,” or promote them afterwards from the Members tab.
5. Running the tour
Anything you or a co-host changes through + appears on every phone instantly — a moved pickup time, a swapped restaurant, a delayed train. Anyone with the app also gets a notification.
For building the itinerary itself — days, stops, lodging, travel legs, saved places — the group-trip guide covers it, and none of it differs on a Tour Group trip.
Photos: your group taps Memories → “Start your trip album,” adds a caption and taps “Add to Memories.” Everyone gets room for 100 photos each.
6. After, and the next departure
A trip doesn’t lock itself when the dates pass — it stays as it is, still editable by anyone who had that access.
Once it’s over, two read-only links unlock on the Share tab:
- “Share the recap” → “Create recap link” — a photo summary of the tour. Good for the people who came, and good marketing for the next departure. Undo with “Revoke link.”
- “Share the plan” → “Create plan link” — the itinerary itself: days, stops and saved places with their notes. Never your photos, never your booking details. Undo with “Turn off plan link.”
Anyone can open either link and read it without signing in — the link is the key. Signing in is only needed to copy the plan into a trip of their own.
On the recap page, anyone who was on the tour — Travelers and Photos-only alike — can tap “Download all photos” and get every original as a zip. View-only guests can’t.
Running it again
Open the finished tour and tap “Start a new trip from this plan.” Choose “New trip from this plan” for a fresh departure, pre-filled with the name and destination — change the dates and create it.
You get the itinerary, saved places, lodging and travel legs (leave “Include lodging” and “Include travel” on), and your notes. You don’t get photos, booking confirmation numbers, or last season’s guest list — which is what you want, because the next group is a different fifty people. Travel legs arrive unconfirmed until you re-confirm them.
New trip looks empty? Check the Plan tab for a “Viewing [old trip name]” banner and tap “Make this the plan.”