Tap a day in the itinerary to open its day workspace, on Info, the day hub. Along the top (or down the side on a big screen) are the day's categories. Schedule and Info are on the bottom bar; the rest (Travel, Contacts, Advance, Files, Notes) are under the gear on a phone, or down the side on a big screen. Overview is on the side rail on a big screen, and in the gear menu on a phone for whoever manages the tour. Switching category keeps you on the same day; on a wide screen the itinerary stays pinned on the right so you can jump between days without losing your place. On a phone, use the ‹ › arrows in the header to move day to day.
Want the whole run at a glance instead of one day at a time? The tour's Schedule tab (bottom bar on a phone, side panel on desktop) rolls up every date's schedule into one list, grouped by day, upcoming first. Info works the other way: it opens the date you're on, or the next one with something on it.
All times on a day are the venue's local time, and the schedule says which zone that is ("all times MDT") once the day has one set. Your own phone's zone never changes what you read.
The Schedule category is the timed run of the day (lobby call, load-in, soundcheck, doors, set, load-out). A manager taps Add item, gives it a title + start time (and an optional end time) + details, marks it Confirmed once locked and Done as the day plays out. Anything not yet confirmed carries an amber Unconfirmed label wherever the schedule shows, so the crew knows which times may still move. Items sort by start time automatically. Everyone on the tour reads the same schedule.
The day's flights and ground show up in the schedule too, in time order (Depart YVR 14:05 · Arrive YYZ 17:05); tap one to open the Travel tab, which is where you edit it. Hotels stay off the schedule. Times after midnight belong to the night before: enter a 1am curfew and it sits at the end of that day, not the top of it. BetterTour ticks After midnight for you on anything before 4am, and you can flip it on any item.
Info is the whole day on one screen. Along the top is a row of icons with counts: guest list, set list, contacts, files and schedule (managers also get advance, budget and the printable day sheet). Swipe it if there are more than fit. Under that are the day's times; tap one for the full schedule.
Then the day itself: the venue and show, the notes, where you're staying, the flights and ground, and the show's contacts. Each is labelled in caps (VENUE, NOTES, HOTEL, DRIVE or FLIGHT) over one line with the key fact (the hotel and its conf number, the flight's times), and a tap opens the rest: address, phone, the hotel's rooms with each room's conf, one-tap Maps/Uber, and a copy icon beside each address. One opens at a time, and the notes open first. Stay and Travel are always there, so a night with nothing booked says so. Managers get Edit on the hotel, each room and each leg, which opens it on the Travel tab. Other links go to the screen that owns each thing.
The day's weather is the chip beside the heading at the top: the icon and the high/low. Tap it for the forecast for today and tomorrow.
A day can hold several shows at different places: a morning radio hit and the evening show, or each stage/set at a festival. Each carries a location (free text like CBC Radio, 250 Front St, handy for a radio/TV/in-store spot where a formal venue is overkill) and/or a venue from the shared venue database, plus the promoter's contact. Tap one to open it, with its guest list and set list. The Notes category is where notes are written; they also ride along as a collapsed card on Schedule. Any link you paste in them is tappable.
A day has a Guest list tab, and it's also on each event. Same list either way. Anyone on the tour can Request a guest (name, number of passes, pass type) — it lands as pending. A manager then approves or denies each request, and the header keeps a running count of approved and pending passes. You can edit or withdraw your own request while it's still pending. The decision reaches whoever asked, in the bell and on their phone. Want it by email too? Switch on Guest list decisions in Account → Notifications.
Managers: PDF for promoter. On the day's Guest list tab, it opens an editor, not a download. Untick anyone the promoter doesn't need, fix a name or a pass type, set the title, then download. The tally follows your ticks, and nothing you do there changes the tour.
Whoever asked gets a notification when their request is approved or declined, so nobody turns up at the door assuming it went through.
There's also a roll-up of the whole run: every show that has a list, in date order, passes tallied by type. Same approve, deny, edit, remove and PDF as the day. It's not in the menu (the day's tab is where guest lists are worked on), so you'll need the link: /tours/<tour id>/guests.
The same event page holds the set list — the running order of songs, with guest performers and tech notes per song. A manager adds songs, reorders them with the up/down arrows, and edits or removes any.
The Travel category collects the day's flights, hotels and ground transport. A manager adds each — a flight's airline/number/route/times, a hotel's name/nightly rate/check-in and out, or a ground leg's type (Van, Bus, Cab, Ferry, Train, Shuttle), from → to, departure and arrival times, and drive time — marks it Confirmed once booked, and everyone on the tour reads it. On a flight, tap Look up flight after typing the flight number and BetterTour fills the airline, route, scheduled times (in each airport's local time), gate and terminal from FlightAware — only into the fields you left blank, so it never overwrites what you typed. A manager can also tap Refresh on a saved flight to pull the live status from FlightAware; the status then shows on the flight for the whole crew. Each flight and ground leg also has Who's on it: type names or initials for anyone, tap a crew name to link their account, or tap All for the whole party. You can also tap a crew group (set those up on the tour's Crew screen, e.g. Toronto or Band) to add everyone in it at once. Picking a group copies those people onto the leg, so editing or deleting the group later never changes a booking you already made. The names read on the leg and on the day's schedule, so the crew can see which flight is theirs. Naming the leg itself (Band flight) is separate, so a leg can have a name without a passenger list. When the tour moves on, a Next stop card sits at the top of Travel naming where you're headed, with Add flight and Add ground. It doesn't assume you're flying it. On a ground leg, Look up estimates the drive time and distance from Google Routes using the from/to you entered, in miles or kilometres to suit the day's country. Fill in Departs and Arrives and the drive time works itself out with no lookup at all. Leaving the night before? Put the date in the time (2026-10-05 23:00) and the leg stays filed on the day it's driving to, marked day before so nobody reads it as tonight. Import a confirmation. Flights, hotels and ground transport each have an Import button: drop the booking confirmation (a screenshot, a PDF, a scan, or pasted email text) and BetterTour pulls out the details for you to check before anything is saved. A scanned PDF works too, because it's read as an image rather than searched for text. Anything dated on another day files onto that date, creating it if it isn't there yet, and the review step marks it before you add it. A hotel that covers the day you are on files on that day, with a note if it checks in earlier (a room booked from the night before sits on the day you actually arrive). Other stays file on their check-in date. Retype Files on to change either. Nothing is written until you tap Add, and a single imported hotel opens for editing right after, so you can fix anything the import misread. On a hotel, start typing the name in Search Google and pick a result to autofill the name, address, city, phone and website in one tap (or tap Autofill on a saved hotel to fill its address from the name). The website link then sits on the hotel row for the whole crew, which is where to look for pool or restaurant hours rather than storing them here. A new hotel checks in on the day you're on and out the next morning, and you can set Nights instead of picking a check-out date. Every hotel with an address (and the day's venue) carries links to Google Maps, Apple Maps, Waze, Uber and Lyft with the destination already filled in, so getting there is one tap. Waze and Lyft need the exact coordinates, so they only appear once we have them; anything we can't send a real destination to is left out rather than shown as a dead link. A hotel also holds a rooming list: add a row per room with who's in it and that room's confirmation number. Everyone on the tour reads the list by default; a manager can set it to managers only, which hides it in the app rather than locking it. Added each room as its own hotel instead? Rooms at the same hotel show as one hotel, on Info and on Travel, with the rooms listed under it. Tap a room to see its conf.
Booked a whole itinerary? Tap Import in the Flights section and drop the airline confirmation — a screenshot, PDF, or the email text. AI reads every leg (layovers and return flights included), you review the list, and each flight files itself on the right date — days you don't have yet are created as Travel Days. Adding a layover by hand is quick too: Save + add leg keeps the flight form open, pre-filled to depart where the last leg landed. Legs that came off one booking sit together under one booking caption, on Travel and on the day's Info, so a connection reads as one journey rather than two unrelated flights.
Managers tap Day sheet in the day header to open the printable daily — a clean, read-only page that pulls the day's venue, schedule, events, travel, that day's key contacts and notes into one document. Hit View / Save PDF and the sheet opens as an editor first: untick a section, fix any line, then Preview and Download. Crew notes and Management notes are offered to those who can see them and start unticked. Edits change the PDF only, never the day. Hotels list once, with their rooms and who's in them, but no confirmation numbers. Crew don't make day sheets, but anyone sent one can read it.
Share a link (managers). From the day sheet, a manager can create a public share link to send someone off the tour (a promoter, a venue). It opens a clean read-only copy — with the personal contacts left off for privacy — and you can revoke it any time, which instantly disables the link.
Send to crew (managers). Tap Send to crew on the day sheet and everyone on the tour gets a notification — on their phone, in the app, and by email — linking straight to it. That's how you publish the day: build it, confirm it, send it.
Schedule-change alerts. On today and tomorrow, a real schedule change (an item added, re-timed, renamed or removed) pings the whole crew ("Soundcheck moved to 5:00 PM"). Dates further out stay quiet, so you can build and rearrange a run freely, and past dates never alert. A burst of edits sends two alerts at most per date, not one per item. In the app and on your phone, never by email. The person making the change isn't pinged about their own edit.