How to manage bookings using the Calendar view

What this is

The Calendar view lets you see all your bookings at a glance, organised by day or week. You can check which staff members are busy, spot gaps in your schedule, and manage appointments without jumping between customer records.

When to use it

Use the Calendar to:

• See your full schedule for the day or week
• Find available time slots quickly
• Check which team members are available
• Manage bookings across multiple locations
• Spot busy periods and plan staffing

How to access the Calendar

1. Click Calendar in the sidebar
2. You'll see your bookings displayed in calendar format

Switching between day and week view

The Calendar typically shows week view by default. To change your view:

1. Look for the view toggle options (usually at the top of the calendar)
2. Select Day for a detailed hourly breakdown of a single day
3. Select Week to see a broader overview of the seven-day schedule
4. Use the arrow buttons to navigate between dates

Viewing bookings by staff member or location

1. In the Calendar view, look for filter options (usually on the left sidebar or top menu)
2. Select individual staff members to show only their bookings
3. Choose a location if your business operates from multiple sites
4. The calendar will update to show only the filtered bookings

You can filter by multiple staff members or locations at once to compare schedules.

Managing a booking from the Calendar

1. Click on any booking displayed in the calendar
2. A booking details panel will appear
3. From here you can:
   • View customer name and contact details
   • See the service booked and duration
   • Reassign the booking to a different staff member if needed
   • Reschedule by changing the date and time
   • Add notes or update booking status
   • Cancel the booking if required

Creating a new booking from the Calendar

1. Click on an empty time slot in the calendar (or use a "New Booking" button if available)
2. Enter the customer name or select from your existing customers
3. Choose the service and duration
4. Assign the booking to an available staff member
5. Confirm the booking details and save

Tips for using the Calendar effectively

• Check availability before confirming: Use the week view to spot gaps and peak times before adding new bookings
• Colour coding: Bookings for different staff members or services may use different colours to make schedules easier to read at a glance
• Stay on top of cancellations: Cancelled bookings usually remain visible but marked differently—this helps you spot last-minute gaps
• Use filters for focused planning: Filter by staff member when planning individual team member schedules, or by location when managing multiple sites

Troubleshooting

If bookings don't appear in the Calendar:

• Check your filter settings—you may have filtered out the bookings you're looking for
• Ensure the correct date range is selected
• Try refreshing your browser or closing and reopening the Calendar
• Verify that bookings have been confirmed in the system (pending bookings may not always display)

If you need more help, contact our support team.