Calendar Overview

Table of Contents

• Navigate the Calendar

• Understand the Calendar's Display of Bookings

• Manage Your Calendars

• View, Edit, and Delete Bookings

• Adding Staff to Events

Navigate the Calendar

To navigate through the dates of your calendar, you can use:

• the date picker on the left side of the screen 
• filter by Day, Week or Month at the top, using the right and left arrows to look at the days/weeks/months before or after the timeframe you are currently viewing
• click "Today" to see today's calendar

Understand the Calendar's Display of Bookings

• • If the booking has a white background, no one is currently coming to this booking.
    •  It means that the booking has no participants, ticket holders, or reservations but it has generated and is available to book.  
  • If the booking has a  solid background, customers are coming to this booking.
    • It means that the booking has participants, ticket holders or reservations.
    • This is an active booking. 

• This is called a rolling booking. It means either: 

• • • • 1) You have just created the event and the bookings generator has not run yet. 

        The booking generator run time varies but generally after 10+ minutes, you can expect the bookings to begin generating. If you have a high volume of bookings or events on your calendar, it may take longer for them to generate on the calendar as the generator is pulling in a high volume of data.

      • 2) That the booking exists in the future, but is not within the days in advance to book window. These timeslots are placeholders to show where bookings will be generated.

• • • • • Example: If you have a belay class that happens every weekday and the schedule extends forever,  but you restrict your customers from being able to register more than 30 days in advance, it means that every booking you see on the calendar 31 days from now will not have been generated/created yet. These bookings will automatically be created per the rolling booking rules you set on the event. You will see the complete event schedule in grey on your calendar in the Main App, but customers will not be able to view them on the Portal until those bookings have been generated. 

Once the booking is selected, this will be the view:

- Billing Type will show Invoice, Ticketed, Multi-day ticketed, or First Come First Serve

- Public or Private will describe the Portal Access

- Staff profile(s) that are associated with the event

- Attendees will include a progress bar, capacity count, and link to the Guest list once the booking has >1 Guest.

- Checkins include a progress bar, check-in count, and link to the Check-in list once the booking has >1 Guest.

Manage Your Calendars

• To add a new calendar, click on the little plus (+) button under the mini-calendar.  After clicking this button, you will then be prompted to add a Name, Description, Valid Location, and color to your new calendar. When finished, click save. After saving, your new calendar will be added to your list of visible calendars. 
• To add a previously created calendar to your list, click on the "Add Calendar(s) to My List". This will add them to your personal calendar list and make them visible on the calendar.
• To toggle the view to on/off for a calendar on your personal list, simply click the checkmark box.  
• If you wish to remove a calendar entirely from your list, click the “X. This will not delete but simply remove the calendar. 
• If you wish to change the color of the calendar, click the hamburger menu and select your new color.

View, Edit & Delete Bookings

• If you wish to view details about a booking or its related event, click on the booking you are interested in. 
• After clicking, a pop up appears containing the Name, the Date/Time, location info and description (if it has one) related to this booking. It also contains a number of icons: 
  • To go to the booking, click the Pencil ✏️. Here you can manage the guest list and add any pertinent notes. 
  • To go to the event, click the Clock ⏲️. Here you can manage the entrance requirements, categories and change the schedule via the reschedule button.  

• • To delete the booking (not the event), click the Trashcan 🗑️. If you want to remove the entire event from the calendar, you will need to go to the event and hit the "remove from calendar" button.
  • To email all current attendees in the event, click the  email icon.
  • To download a csv of the attendees for the event, click the icon.

• • Current functionality for the options when selecting "Remove from Calendar":

    

     

    • “Keep bookings” option: all generated bookings will stay on the calendar but no new bookings (that are greyed out) will generate.

    • “Cancel bookings” option: all existing (already generated) bookings AND future bookings (not yet generated) will be removed from the calendar.

       

Adding Staff to Events

• You can add staff to events and this will generate email alerts to those staff members. These notifications will go to whatever email is on that staff member's staff profile. However, there are exceptions to when this will and won't work.

• When adding a staff member on event creation, they are populated into all of the bookings.
• When adding a staff member post event creation, they are not added to any of the bookings.
• When a customer makes a booking when the staff member was assigned to the event during creation, the staff member gets notified.
• When a customer makes a booking when the staff member was assigned to the event after creation (and are not added to the booking), the staff member is still notified.
• To get staff notifications for bookings after an event has been created, Staff must be added to the individual bookings.