How to Use WhatsApp to Have the Best Tour Ever!

WhatsApp at a Glance

  • 📲 Install before you leave (needs text verification at home).

  • 📢 Two chats: Official Broadcast = official updates; Group Chat = conversation/photos.

  • 🔔 Turn on notifications so you don’t miss schedule changes.

  • 📌 Pin both chats to the top for easy access.

  • 🛜Only works when connected to the internet (Hotel WiFi or international plan/local SIM/eSIM).

What is WhatsApp?

  • A free messaging app for iPhone & Android.
  • Works on any internet access, WiFi or cellular  (no international plan needed but it does work on an international plan, local SIM, or eSIM–anytime you have internet, it will work.)
  • Lets you send texts, photos, videos, voice notes, and make calls.
  • Must be connected to the internet to work (wifi or cellular)
  • Super secure: end-to-end encrypted

Why We Use It

  • Before & during the trip: We use WhatsApp for schedule updates and reminders.
  • On tour: Easier than slipping notes under your hotel door at midnight for updates!
  • Polls: It’s an easy way to get answers from you about meals, activities & more
  • For you: Great for meeting up with fellow travelers, sharing photos, and keeping in touch with loved ones at home.
  • After the trip: The group exists forever if you’d like to keep in touch with your new friends!

 

Install Before You Leave

  • Download at whatsapp.com/dl or your app store
  • Activate at home while you still have cell service (requires a text verification).
  • You cannot activate for the first time abroad without an international plan.
  • Follow the setup instructions (it’s relatively straightforward, but tutorials like this one can help). Think of it like text messaging.

 

Using WhatsApp on Tour

  • Connect to hotel WiFi so you can receive messages. If you are using your international plan or a local SIM card or eSIM, that will also work.
  • Turn on notifications so you don’t miss updates:
      • iPhone: Settings → Notifications → WhatsApp → Allow Notifications
      • Android: Settings → Notifications → Apps → WhatsApp → Allow.
  • Group etiquette: Group chat is for tour-related info; message individuals directly for side chats.
  • To message someone: Tap group name → scroll → select person → “Send Message.”

 

Mute the Group (But Not During the Trip!)

  • To avoid nighttime pings at home before the trip (only if you do not silence your phone at night):
    • Open the group → tap group name → Notifications.
    • Choose to mute for 8 hours, 1 week, or Always.
    • You’ll still get messages; you just won’t get alerts.
    • You’ll turn this feature off when on tour!

Sharing Photos & Videos

  • In the chat, tap the “+” (iPhone) or paperclip (Android).
  • Choose Camera (take new photo) or Gallery/Library (pick an existing one).

 

Using Polls

  • Sometimes we’ll use polls in the group chat to make decisions quickly and easily, especially when we need to pre-order meals.
  • To vote, just tap your choice(s).
  • Everyone can see live results as they update.
  • Once you vote, please do not change your vote.

 

Two Group Chats

For each journey, we’ll create two WhatsApp chats: “Official” Broadcast Only & the Group Chat.

Broadcast Chat (info-only):

      • This is where we post the daily schedule, important updates, and logistics.
      • Only we can post here so nothing gets buried under chatter or photos.
      • Think of it as your “bulletin board” — check it first when you need details.
  • Group Chat (everyone):
      • This is for conversation, sharing photos, making plans with each other, and general fun.
      • Feel free to use it socially, but keep in mind that the broadcast chat is the “official word” on schedules.

💡 Tip: If you’re short on time or can’t find the update in the group chat, just go straight to the broadcast chat — it’s clean and easy to reference.

 

Individual Messages

Sometimes we’ll message you directly in a 1:1 chat (just you and us).

  • You’ll see our name at the top, not the group name.
  • Reply there if you want to send us a private message; use the group chat if it’s for everyone.

Think of it this way:

  • Broadcast Chat = announcements for everyone
  • Group Chat = conversation with everyone
  • Direct Chat = just you and us

Pinning Chats

To keep the Broadcast and Group chats easy to find, you can pin them to the top of your WhatsApp screen.

  • iPhone:
      • In the main Chats list, swipe right on the chat you want.
      • Tap Pin.
      • It will now stay at the top of your chat list.
  • Android:
      • In the main Chats list, tap and hold the chat.
      • Tap the Pin icon at the top of the screen.
      • It will now stay at the top of your chat list.

💡 You can pin up to three chats, but we recommend using two of those spots for our trip: the Broadcast chat and the Group chat.

 

Do You Want Photos Auto-Saved to Your Phone?

WhatsApp can automatically save all group photos/videos to your camera roll. That’s handy for some, and a storage nightmare for others.

  • iPhone:
    Whatsapp→Settings → Chats → toggle Save to Camera Roll (green = ON).
  • Android:
    Whatsapp→Settings → Chats → Media Visibility.
        • You can also adjust per-chat: open group → tap group name → Media Visibility → Yes/No.

After the Trip

The group will exist forever for those who want to keep in touch.

  • If you’d like to leave: group name → scroll down → Exit Group. No one will see you left.
  • Or simply mute it forever so you can check in at your leisure without getting notifications.

 

👉 That’s it! Install before you leave, keep WiFi + notifications on during the trip, and decide later if you want to stay or go.