Reminders and settings
A handful of company-level settings shape how activities behave. They are configured once, by an administrator, and then largely forgotten.
The guest reminder
Gurita can email a guest before their session — Activity reminder. It runs every hour, looks a set number of hours ahead of each session's start, and sends once per guest per session. A guest is never reminded twice about the same session, even if the check runs again.
The reminder goes to the guest and nobody else. There is no copy to the booking contact, the agency or your own staff: a participant may be a walk-in with no booking at all, and the whole point of the message is something the guest themselves acts on. Staff have the day board and the printed roster.
Two settings govern it:
- How many hours ahead the reminder fires. The default is 24 hours.
- The mail template it uses, and the switch that turns sending on.
Warning: Both ship inert — no template, sending off — exactly like every other notification type in Gurita. Until a template is configured, no reminder is sent at all. This is a deliberate safeguard so a fresh installation never mails your guests before you have written the message.
Mail templates themselves are covered in Mail templates.
Who may fill each staff role
The session editor only offers employees whose employee type is allowed for the role being filled. The default mapping is:
| Role | Employee types offered |
|---|---|
| Instructor | Instructor, Guide, Custom |
| Guide | Guide, Instructor, Boat crew, Custom |
| Boat crew | Boat crew, Captain, Custom |
| Cook | Cook, Service, Worker, Custom |
Each list is configurable per company. If an employee you expect is not offered for a role, their employee type is not on that role's list — see Employees.
Session numbers
Every session gets a number of its own, generated from a template that ships as AC-%YEAR%-%RANDOM8% — for example AC-2026-4F2A91C7. The template is configurable per company, in the same way booking and transfer numbers are.
The roster print template
Print roster renders through a print template chosen per company. Until one is set, printing has nothing to render. Templates are managed with the other print and mail templates; see Mail templates.
Turning the module on
Activities is a Premium module. While it is off, the Activities entry under Master Data and the Activities tab on Occupancy are both hidden, the report disappears from the Report menu, and no reminder is ever sent — even for sessions that already exist.
See Active modules.
Note: These settings live with your company's activity configuration and are not all exposed as fields on a settings screen. If one of them needs changing and you cannot find it, ask your administrator or Gurita support rather than hunting for it.
Who can access this: company settings, mail templates and module activation all require administrator rights. Reading the day board and rosters does not.