Module · Calendar

Where to find it in the app

• Use it: Bookings → Calendar
• Turn it on/off: your business name (top-left) → Settings → Modules → Bookings → Calendar

Plan: Solo and Business · Module group: Bookings & schedule · Navigation: Bookings → Calendar

1. Overview

Purpose. A visual view of your schedule so you can see availability at a glance and avoid double-bookings. It shows the same bookings as the Bookings list, laid out on a calendar, including per-staff and per-space lanes.

2. When to use it

• To see how a day, week or month is filling up.
• To check a specific staff member's or space's day.
• To jump from an empty slot straight into making a booking.

3. Required permissions

• View the calendar (calendar.view).
• Edit bookings (bookings.edit) to block out time or unblock it again.

4. Navigation path

Bookings → Calendar

5. What you'll see

• A view switcher with four views:
  • Month, the whole month, each day showing its bookings (with a "more" link when a day is busy).
  • Week, a seven-day week with times.
  • Staff day, one day split into lanes per staff member or space.
  • Staff week, a week split into per-staff and per-space lanes.
• Today and previous / next navigation, and a heading showing the current month / week / day.
• A staff filter to limit every view to one person or space.
• A legend (e.g. Today is outlined).
• Each booking block shows who it's for, the size and time; a ✓ marks a customer-confirmed booking.

Selecting a booking opens a side panel with the whole booking at a glance:

• any allergy or dietary answer in a red card at the top, on its own, so a real allergy is not buried in a paragraph of other answers,
• the booking details: name, what was booked, headcount, where, phone, payment state and the reference,
• what they told you, every one of your own booking questions with the customer's answer, including anything they chose off a pick-many list such as which platters they want,
• extras they added, each paid extra with its quantity and price. What they booked (the package or the service itself) is not listed here, only what was added on top.

Then Open full booking for the rest: invoices, invitations, work log, and changing what's booked.

6. Turning it on

Settings → Modules → Bookings & schedule → Calendar. It works alongside Bookings (which holds the experiences and spaces & equipment the calendar displays).

7. Step-by-step tasks

Move around:

1. Choose Month, Week, Staff day or Staff week.
2. Use previous / next to change period, or Today to jump back.
3. (Optional) Pick a person in the staff filter to focus on them.

Open or create from the calendar:

1. Select a booking block to open it (or its full booking).
2. Select an empty slot to start a new booking at that time.
3. In Month view, use a day's more link to drop into that day's Staff view.

Block out time so nothing new can be booked:

1. Select Block out.
2. Pick the date, and an until date as well if it runs for more than a day.
3. Choose All day or Part of the day and set the times.
4. Under What to block, choose Everything, one thing you offer, or one space. Blocking one leaves the rest bookable, so a Saturday can run on a single room instead of three.
5. Add a reason if you want one. Only your team sees it, customers are never told why a time is unavailable.
6. Select Block it out.

Blocked time shows on every view with a Not taking new bookings tag.

To remove one (you blocked the wrong day): select Block out and look under Everything blocked out from today. Every block from today onwards is listed there, whatever dates the calendar happens to be showing, with the dates, what it covers and an Unblock button. You do not need to find the day first. There is also an Unblock next to the block itself in the Day and Staff day views when you are standing on that date. Unblocking takes effect straight away and puts that time back on sale.

Take a booking over the counter anyway: blocking stops customers booking online. It does not stop you. In New booking a blocked day still appears in the date picker, drawn with a dashed edge instead of the green dot, and so does a blocked time, and you can pick either. So you never have to unblock a whole day to take one phone call. Picking one says so before you save it.

What the customer sees. The day simply is not offered. If they land on it from a link or a class date, they are told the date is not available and nothing more. They are never told a blocked day is "fully booked", and they are not offered a waitlist for it, because nothing on that day can free up.

Move someone's whole day (they called in sick):

1. Switch to the Staff day view and pick the date.
2. In that person's column heading, select Move day.
3. Their bookings are listed down the panel. For each one, select Move.
4. You get Closest times first: real openings on the people who can do that job, nearest to the original time. Underneath, Their days shows each of those people's day, with what they already have crossed out and every opening long enough for this job clickable. Choose one and it moves.
5. It ticks off and jumps to the next person, so a six-client day is six clicks.

You do not have to line the times up. A 9:00am can go to 2:30pm with someone else, the 10:30am to 1:20pm with a third person, and the 12:00pm to tomorrow morning. Look at widens the search from one day to three days or a week.

What the customer gets. Each move emails them their new date and time, the reference, where to come and a link to their booking. If they are now with somebody else the email says so in words, not just in a details row, and it offers a one-tap link to put the new time in their calendar plus a reminder to delete the old entry. Their confirmation tick is cleared and the reminder is re-armed, so the automatic reminder goes out again for the new time.

Untick "Email each customer their new time" when you are going to ring them instead, which is usually the right call for a change happening today. Your team is told either way. If a booking has no email address on it, the row says so, so you know who still needs a call.

If nobody can fit a client in, the row says so plainly and stays where it is. Nothing is cancelled, and nothing disappears.

Blocking out versus closing

Two different things, and picking the wrong one is the commonest mistake here.

8. Examples

• Beginner (salon): glance at Week view to see how tomorrow looks before taking a phone booking.
• Real-world (clinic): use Staff day to balance load across practitioners and spot a gap to slot in an urgent appointment.
• Advanced (venue): filter to a single room in Staff week to confirm it's free for a function enquiry before quoting.

9. Reports & exports

The calendar is a live view; there's no separate export. Use the Bookings → Past tab to search and page through history.

10. Common mistakes

• Expecting availability rules here, the calendar shows bookings; open hours, capacity and buffers are set on Experiences and Spaces & equipment.
• Not noticing the staff filter is on, if the calendar looks empty, check you haven't filtered to one person.
• Expecting a block to cancel what is already booked. It does not, and it never will without asking you. Blocking stops new bookings; anything already sold in that window is still going ahead, and the app says so when you block. Cancel those yourself from the Bookings list if that is what you meant.
• Switching a space or an offering off to close one day. That closes it for every future date, and nothing reminds you to switch it back on. Block the day instead.

11. Troubleshooting

12. Error messages

The calendar is read-and-navigate; it surfaces no error dialogs. Creating or editing a booking from it uses the Bookings flows and their inline messages.

Related: Bookings · Roster & timesheets · Leave