The Booking Calendar

WebWorkstation

The booking calendar is where you see your day-to-day schedule at a glance. It shows all bookings, available slots, and blocked times for an activity and location, helping you manage your day, spot openings, and quickly create or modify bookings.

Viewing the Calendar

To open the calendar, navigate to the Bookings section and select the activity and location you want to view. Choose a date range — the calendar can show a single day, a week, or a custom range up to 90 days.

Calendar Views

Each activity is configured with a default calendar display mode (set during activity setup), but you can switch between views at any time.

Time Block View

Bookings appear as colored blocks on a vertical timeline. Each booking shows the customer name, service, and time. This is the simplest view and works well for activities with a straightforward schedule.

Best for: Activities with few resources, group classes, or any situation where you just need to see what is happening and when.

Resource Columns View

Each resource gets its own column, with bookings displayed as blocks within each column. This view makes it easy to see which resources are occupied and which are free at any given time.

Best for: Hair salons (one column per stylist), bowling alleys (one column per lane), any business where you need to track multiple resources side by side.

In this view, you can quickly identify gaps in a specific resource's schedule and create bookings directly by selecting an open time in a resource's column.

Slot Grid View

Time slots appear as a grid with capacity indicators. Each cell shows how many spots are filled versus available. As a slot fills up, the visual indicator changes to reflect remaining availability.

Best for: Fixed-slot activities like group classes, wind tunnel sessions, or any activity where you care more about how full each slot is than which specific resources are assigned.

What You See on the Calendar

Each booking entry on the calendar typically shows:

• Customer name — Who the booking is for (from the linked sales transaction).
• Service name — The product that was booked (for example, "Haircut" or "4-Min Flight").
• Time — The start and end time of the booking.
• Status — A visual indicator of the booking's current state (pending, confirmed, checked in, in progress, completed, cancelled, or no-show).
• Resource — Which resource is assigned (in resource columns view, this is implied by the column).

Blocked times appear as shaded regions on the calendar and cannot be booked into.

Buffer times (setup and cleanup periods) appear as lighter shaded areas before and/or after bookings, so you can see why a gap exists even though it is not available.

Checking Availability

The calendar shows available slots alongside existing bookings. Available times appear as open space (or empty grid cells in slot grid view). You can select an open slot to begin creating a new booking.

The availability shown on the calendar accounts for all factors — the activity schedule, resource schedules, blocked times, existing bookings, buffer times, and capacity limits. If a slot appears available on the calendar, it can be booked.

Creating Bookings from the Calendar

To create a new booking directly from the calendar:

1. Select an available time slot or click on open space in a resource column.
2. Choose the product (service) to book.
3. Enter the customer information or associate an existing contact.
4. Review the details and confirm.

The booking is created along with a sales transaction containing the booked items. See Managing Bookings for the full booking creation workflow.

Calendar Interval

The calendar grid is divided into time increments based on the activity's calendar interval setting. For example, if the interval is 15 minutes, the timeline shows divisions at 9:00, 9:15, 9:30, 9:45, and so on. This affects all three calendar views.

If no calendar interval is set on the activity, the grid uses the slot duration (for fixed and variable activities) or adapts to the booked service durations (for resource-driven activities). You can configure the calendar interval in activity setup.

Calendar Navigation

• Date picker — Jump to a specific date.
• Today button — Return to the current date.
• Forward / back — Move one day or one week at a time depending on your current range.
• Zoom — Adjust the time scale to see more or fewer hours on screen.