The calendar | 1pm 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, color-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, busy times and blocked time drawn alongside them, filtering, the hover preview, and creating bookings.

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 colored 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. A lead that became a booking leaves the calendar while its booking is live, and comes back if the booking is cancelled, on the booking's date.

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. The Spaces filter narrows them too: a lead for a Space you have unticked is hidden, and a lead that names no Space always shows, since it could still land in any room. (The Appointments tickbox next to it works the same way for viewings, tours and tastings. See Appointments and the booking page.)

Busy times from connected calendars

If you have connected an outside calendar to a Space (a Google, Outlook or Apple calendar), the times it is busy show on the calendar as grey, striped chips marked Busy. A weekly team meeting, a room held in another booking system or a day off all show up this way, repeating entries included. Each chip names the calendar it came from, using the name you gave it on the Space.

Busy times are there for you to see, not to stop you. They never block a booking, and you can still create an event on top of one. Like the Space's own list, they show when the calendar is busy, never what the entry was.

The Busy times tickbox in the legend turns them off, and the Spaces filter narrows them to the Spaces you have ticked.

Blocked time

Blocked time is time you mark as unavailable yourself: a weekly team meeting, a room closed for a refurb, the days you are away. It shows on the calendar as a chip with crossed stripes, led by a circle with a line through it, and the name you gave it. It is grey unless you pick a color. The crossed stripes tell it apart from a busy time from a connected calendar, whose stripes run one way only.

To tell your kinds of block apart, pick a color under Color on the calendar in the block's form: blue for meetings and brown for refurbs, for example. The color tints the stripes, so a colored block still looks like blocked time and never like a booking. A repeating block has one color for every repeat. Clients and crew never see blocked time or its color.

To add some, press Block out time at the top of the calendar, or set Clicking adds to Blocked time and click or drag across the calendar where you want it. Give it a name, choose a Space if it applies to one, and set when it starts and ends. A block can be a few hours, all day, or run across several days, such as from 5pm Friday to 9am Monday. Click a block on the calendar to change it or delete it.

What a block does depends on whether it has a Space:

With a Space, nothing can be booked in that Space while it is blocked. An event that overlaps it can't be saved, and clients can't book an appointment there at that time. Allowing concurrent bookings on the Space does not get round it: blocked time takes the whole Space.
With no Space, it shows on the calendar and clients can't book appointments in any Space at that time, but you can still save events over it.

If you block out a Space that already has a booking at that time, the block is saved and 1pm tells you which booking it overlaps, so you can sort it out. That booking stays booked, and you can still edit it while its date, times and Space stay the same. Moving it to another time that is blocked is refused like any other clash.

Beside the Blocked time tickbox in the legend is a swatch for each colour your blocks use in the dates on screen. The tickbox turns blocks off, and the Spaces filter narrows them to the Spaces you have ticked. A block with no Space always shows.

Repeating blocked time

A block can repeat, for a weekly meeting or a room that closes on the first Monday of each month. Under Repeat in the block's form, choose:

Every day, Every week or Every month, and how many days, weeks or months apart (every 2 weeks, for example).
For a weekly block, the days it repeats on. Tick Monday to Friday for every weekday. The first date has to fall on one of the ticked days.
For a monthly block, whether it falls on the same date each month (day 14) or the same weekday (the second Tuesday, or the last Friday).
When it ends: never, on a date, or after a number of times.

The dates above the repeat settings set the first repeat. First repeat ends is that repeat's last day, not the end of the series: every repeat lasts as many days as the first. Leave it blank for one-day repeats. A first repeat from Friday to Sunday, repeating weekly on Friday, blocks every weekend.

A repeat can run overnight, such as 10pm to 6am the next morning, as long as it ends before the next repeat starts. Each repeat works exactly like a one-off block: on a Space it stops bookings in that Space, and it always closes appointment slots. Repeating blocks show a small repeat arrow on the calendar.

Click any repeat to open the block. Changes you save apply to every repeat. To remove a single repeat, such as a meeting that is off this week, open that repeat and press Delete this one; the rest stay. Delete all repeats removes the whole series.

Filtering

Two filters keep a busy calendar readable:

Status. The checkboxes at the top right double as the color legend. Untick a status (say, Lead) to hide those events and focus on what's confirmed.
Spaces. The Spaces dropdown in the toolbar picks which rooms you see. Tick the ones you want, 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.

Creating and changing bookings

The calendar isn't just for looking:

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. In the week and day views, the time you clicked fills in the start time.
Click a booking to open its settings and change its date, times or Space.
Clicking adds at the top of the calendar chooses what a click on an empty day adds: an event, an appointment or blocked time. Your choice is remembered on this device.

Bookings can't be dragged to a new date. A booking's date is something the client is holding, so it only changes when you change it in the form.

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.
Booking statuses covers the statuses that color the calendar.
Access From and Vacate By covers the load-in window shown in the hover preview.