Frequently asked questions

A website for planning and running a group tour by motorcycle or car. Everyone on the trip sees the same plan:

• Overview - the trip at a glance: the route map, today's day, the kitty and who's coming.
• Itinerary - each day's start, end and route, with distance, time and weather.
• Stays - where you're sleeping each night, with booking details.
• Points of interest - cafés, viewpoints, fuel stops and anything else worth a detour.
• Expenses - a shared kitty that converts currencies and works out who owes whom at the end.

Moto Tour Manager is invite-only. You can join in one of two ways:

• A trip organiser invites your email address to their trip - you'll get an email with a link.
• An administrator sends you an invite link.

Open the link, choose Sign in and create your account with the email address you were invited with.

Your account was created with an email address that hasn't been invited - often a different address from the one the invitation was sent to. Sign out, then sign in again with the invited address. If you're not sure which address that was, ask the person who invited you to check (or to invite the address you'd like to use).

An invite link can also have expired, been used already (some links work only once) or been switched off - the message will say which. Ask for a new one.

Yes - it installs like an app and opens full screen:

• iPhone / iPad (Safari): tap the Share button, then Add to Home Screen.
• Android (Chrome): open the ⋮ menu and choose Install app (or Add to Home screen).
• Computer (Chrome or Edge): click the install icon at the right-hand end of the address bar.

It updates itself - there's nothing to download from an app store.

Partly. Anything you've opened recently is saved on your device, so you can still look at the itinerary, your stays and the kitty in a dead spot - a note at the top tells you you're seeing saved information and from when.

Adding or changing anything (an expense, say) needs a connection, as do maps you haven't opened before and weather forecasts.

Yes. It follows your phone or computer's light / dark setting automatically. Use the moon / sun button to switch by hand - your choice is remembered on that device until the device itself next switches between light and dark.

Organisers run the trip: they edit its details, add and remove people, plan the itinerary, add the stays and mark the trip complete at the end. A trip can have more than one organiser.

Everyone on the trip sees the whole plan, and can add expenses and points of interest.

Go to My trips and choose Add trip, then fill in:

1. Trip details - the name, dates, whether you're travelling by motorcycle or car, the countries you're visiting and your home currency.
2. The Riders (or Drivers) tab - who's coming (see below).

Choose Save, and you're the trip's organiser.

Only some accounts can create trips. If you don't see Add trip, ask an administrator to turn on "Create trips" for you.

Organisers Open the trip from My trips (or choose Edit on the Overview) and go to the Riders / Drivers tab:

• Someone you've travelled with before - pick them from your contacts.
• Someone new - enter their email address. If they already use the app they're added straight away; if not, they're emailed an invitation and join the trip when they sign up.

Changes to the list are saved when you choose Save / Update, so you can set everything up before committing.

The people you've added to a trip or invited by email. They're the people you're offered when adding someone to a trip - you can't browse everyone who uses the app. You'll find the list in My details, where you can remove people from it (which doesn't take them off any trip).

The Overview, Itinerary, Stays, Points of interest and Expenses pages always show your active trip. To switch, go to My trips and choose Make active on the trip you want.

Organisers Remove them from the trip's people list. If they've already got a share in the kitty, they stay on the trip as "left" - they can still see the trip and settle up, but can't change anything.

They keep their share of everything recorded before they left (a hotel booked months ago, say) but aren't included in expenses added afterwards. If an expense needs adjusting, edit who it's split between.

Organisers At the end of the trip, open it in My trips and choose Mark complete. Then:

• everyone is emailed their final breakdown - what they paid, their share and who they need to pay;
• payments can be marked as paid in Settle up;
• the kitty can be exported to Excel;
• the trip becomes read-only for everyone except organisers.

Changed your mind? Reopen it.

Organisers On the Itinerary page choose Add day, then:

1. Pick the date.
2. Set where the day starts and ends - type an address and choose Check location, or Pick on map to tap the spot.
3. Choose a route (see below).
4. Save.

For a day off, choose Rest day instead - it shows that night's stay rather than a route.

• Fastest - the quickest way.
• Shortest - the fewest miles.
• Custom - your own route, from a GPX file (made in a route planner such as MyRouteApp, Kurviger or Calimoto) - the way to plan a twisty, scenic day.

Each button shows its distance and time, so you can compare them before choosing. Add via points to steer Fastest or Shortest along the roads you want.

Yes - add via points. Expand the day's route map and tap where the route should go; drag a point to move it, or tap it again to remove it. You can add up to 25, and a point of interest can be used as one. Choose Done to keep your changes.

They're worked out for you from the route - or from the GPX file on a Custom day - so they're always right, and they update when the route changes.

Each day starts where the previous riding day ended. If you move a day's end - or insert a new day - the next day's start moves with it, as long as it started where the old end was. The day form shows "Starts where Day 3 ended" with a Change option if you want a different start. Custom (GPX) days are never changed.

Yes. Open the day and choose Download GPX. The file has the route itself plus its start, via points and end, so it works with satnavs that follow a track and those that recalculate a route. Import it as you would any GPX file (for example with Garmin Drive or your satnav's app).

Each day shows the forecast high and low with an icon once it's within about six weeks. On the maps, turn on Live Weather to see the rain radar. You can choose °C or °F in My details.

Organisers On the Stays page choose Add stay and fill in:

• the name and the type - hotel, holiday home or campsite;
• the check-in and check-out dates;
• how many rooms (bedrooms, or pitches) and who they're booked for;
• the address - type it and choose Check location, or Pick on map;
• optionally the price, who paid and the booking details - and you can attach the booking confirmation.

A price goes into the kitty automatically, shared between the people it's booked for.

When a stay's address doesn't match where that day's route ends (or the next day's starts), you're offered to update the itinerary to match - so the route takes you to the door. It's only an offer; choose Not now to leave the itinerary as it is. The itinerary also shows a reminder on any day where the two don't line up.

When a stay's price is in a different currency from the trip's home currency, you're asked when it's paid. The rate for that day is used. If that day is still to come, today's rate stands in (shown with "≈" as an estimate) until the day arrives.

Everyone On the Points of interest page choose Add point of interest. Give it a name and type, set its location with Check location or Pick on map, and add any notes - opening times, why it's worth stopping. It then appears on everyone's maps.

Yes - expand a map and turn on POIs. Tap one to see its name and notes. When planning a day, a point of interest can also be added to the route as a via point.

Everyone On the Expenses page choose Add expense, then enter the amount and currency, the category (fuel, food, tolls...) and the date. It's recorded as paid by you. You can attach a photo of the receipt.

Organisers Yes - organisers see Paid by on the expense form and can pick whoever paid (handy when one person's paying for everything but isn't logging it). Everyone else's expenses are always recorded as paid by themselves.

The person picked is emailed the details - amount, date, category and who it's split between - so it never lands in their kitty unnoticed. They're emailed again if an organiser later changes an expense to paid by them.

By default, yes (Everyone under Split between). You can also choose:

• Some people - only the people who shared it (a dinner only three of you went to, say). The person who paid doesn't have to be one of them.
• Just me - a private expense, for your own records. Only you can see it and it isn't in anyone's totals.

Because splits can differ, the totals show Your share rather than one per-person figure.

The person who added it, and the trip's organisers, can change it; only the person who added it can delete it. Everyone else can see it but not change it - if something looks wrong, ask whoever added it or an organiser.

Any change is shown in the expense's details as Last edited, with who changed it and when. A stay's cost is changed from the stay itself, by an organiser.

Enter an expense in whatever currency you paid. It's converted to the trip's home currency at the European Central Bank's rate for that expense's date - so a receipt entered after you get home still uses the rate from the day you spent the money. Expenses dated in the future use today's rate as an estimate (marked "≈") until the day comes.

If every country on the trip uses the home currency, the currency choice is hidden.

Yes - Export to Excel on the Expenses page, once the trip has been marked complete (so every expense is in).

Open Settle up on the Expenses page. Where everyone stands shows what each person paid against their share. Below that, the suggested payments square everyone up in as few payments as possible - so you might pay someone other than the person who covered your costs. It all comes out even.

Once the trip's been marked complete, choose Mark as paid on your payment in Settle up. The person you paid then confirms with Mark as received. Both of you (and the organisers) are emailed at each step. Pressed it by mistake? Undo is there until it's been received.

Everyone sees where everyone stands. Individual payments are shown only to the two people involved and to the organisers.

A satnav-style view of the day's route: the map tilts, follows your position and turns with you, with your arrow near the bottom of the screen so you see what's ahead. Drag the map to look around and choose Resume to carry on following. It shows the route rather than speaking turn-by-turn directions - for that, load the day's GPX file into your satnav.

Keep the screen on: phones stop giving websites your position when the screen locks.

Yes, if they've chosen to share. Turn on Share my location during trips in My details. While it's on, and only on the days of a trip you're on, your position is shown to the others on that trip - as your photo on the Overview map and in Follow route.

• It's sent only while the app is open on your screen.
• Only your latest position is kept - never a history - and it's deleted when you turn sharing off.
• A position fades after 10 minutes without an update and disappears after 30.

Tap the expand button to open a map full screen. There you can switch between Road, Terrain and Satellite, turn on 3D view to see the hills, and show other riders or drivers, POIs and Live Weather. The compass turns the map back to north up. Shrinking the map returns it to the whole route.

Open My details (from the menu, or your photo on a phone) and choose Edit. You can set your name, profile photo, vehicles, home address, temperature unit and location sharing there.

Only you. It shows as a house on your own Overview map, so you can see the trip in relation to home. Nobody else - not organisers, not administrators - is shown it.

The people on your trips see your name and photo. Organisers can only add people they've invited or travelled with before, so nobody can browse a list of everyone who uses the app.

Ask an administrator. If you have a share in a trip's kitty, your name stays on that trip's records so the sums still add up for everyone else.