The calendar: your whole book at a glance — Help

The calendar is the visual view of everything on your books. Where the Events list is a working table, the calendar is the diary on the wall: month, week, and day views, colour-coded by status, with each booking showing the times the way an operator reads them. It's the fastest way to see what's on this weekend, spot a clash, or pencil something in.

This article covers the views, what the event chips show, the leads drawn alongside them, filtering, the hover preview, and moving bookings around.

Open the calendar

Calendar sits in the top bar of every page, next to your logo, because it is the screen most planners open all day. It is also in the sidebar, next to Events. Both go to the same place, and hiding Calendar in Customise menu hides both. On a phone the top-bar button shows as the calendar icon on its own.

It opens on the month view by default and remembers the view you last used. The buttons at the top switch between Month, Week, and Day, and Today jumps you back to the current date.

Reading the chips

Every booking is a chip coloured by its status, so the shape of your book reads at a glance:

Lead is red.
Tentative is a soft orange (pencilled in, holding the date).
Confirmed is green.
Completed is grey.

Cancelled events are left off the calendar entirely. By default each chip leads with its start and end time, Google-calendar style, so a timed event reads like a diary entry. An event with no times set shows as an all-day entry.

Choosing what the chips show

A Display dropdown in the toolbar lets you add detail to the chips beyond the name. Toggle on start and end times (on by default), pax, the Space, and the event value, so you can tune the calendar to show exactly what you care about. Your choices stick between visits.

One label is not in that dropdown. Where a booking came from a lead you gave a Category to (your own label: a lost reason, a salesperson, a type of event), the chip carries it in grey after the status. Only bookings converted from a labelled lead have one, so it never crowds the rest of the chip, and the label does not vanish the moment the lead becomes a booking.

Leads on the calendar

Bookings are not the only thing on the calendar. A lead that named an event date is drawn on that date as a hollow, dashed pink chip at the top of the day, so a date somebody has already asked about reads differently from one you have booked. New, qualified and lost leads all show, and they stay on the date for good, so a date that frees up can be matched back to everyone who wanted it.

Each of those chips carries the lead's name, the company where the lead has one, the lead's pipeline status (new, qualified, lost), its Category where you have set one, in the same grey the booking chips use, and the guest count where the lead gave one. Clicking one leaves the calendar for the lead itself, on its pipeline tab, filtered to that date with the thread open.

The Leads tickbox in the legend at the top right turns them off. It is separate from the status legend beside it: leads are shown or hidden as a group, whatever their pipeline status, and the Spaces filter does not narrow them. (The Appointments tickbox next to it works the same way for viewings, tours and tastings. See Appointments and the booking page.)

Filtering

Two filters keep a busy calendar readable:

Status. The checkboxes at the top right double as the colour legend. Untick a status (say, Lead) to hide those events and focus on what's confirmed.
Spaces. When you have more than one Space, a Spaces dropdown appears in the toolbar. Tick the rooms you want to see, or use All Spaces to show everything. Events with no Space assigned show under Unassigned, so nothing is hidden by accident.

The hover preview

Hover over any event (on a device with a mouse) and a preview card appears with the detail you'd otherwise have to open the event to see: the date and time, the access and vacate window, the Space and zone, the pax (with the guaranteed figure), the client and organiser, and the event value. An Edit portal link takes you straight into the booking. It's enough to answer "what's this one?" without leaving the calendar.

Lead chips have a preview card too. It shows where the lead sits in the sale (New, Qualified, Quote sent and so on), the company, the date and times the lead asked for, the lead type it came in through, its event type and Category, the Space it named, the guest count, the date it arrived, and the start of the client's message. Open lead takes you to the lead itself. Use it to judge whether a date is genuinely spoken for: a qualified lead with a quote out is a different claim on the date from a months-old lost one.

Moving and creating bookings

The calendar isn't just for looking:

Drag a booking to another day to reschedule it.
Drag it onto another Space's row to move it to a different room.
Click an empty day to start a new event on that date; a form opens right there, and the new booking lands on the calendar when you save.

Completed and cancelled events can't be dragged, since they've already happened. (Resizing a chip to change its length isn't supported; open the event to change its times.)

Putting it on your own calendar

The calendar in 1pm is the working view. If you also want your bookings to appear in Google, Outlook, or Apple Calendar alongside the rest of your week, 1pm publishes a one-way feed you can subscribe to. That's a separate feature, covered in Sync your bookings to Google, Outlook, or Apple Calendar.

Sync your bookings to Google, Outlook, or Apple Calendar covers the subscribe-from-anywhere feed.
Tracking events from lead to done covers the statuses that colour the calendar.
Access From and Vacate By covers the load-in window shown in the hover preview.