Using the availability overview

User permissions

Although the availability overview will be visible to all Dashboard users with access to view the Items tab, an availability’s settings cannot be updated via the overview unless the user’s permission group has the Edit availability settings enabled. Learn more about managing permission groups.

Accessing the overview

The availability overview can be accessed via the Bookings tab or an item’s calendar.

To review the availability overview via the Bookings tab:

1. Navigate to the Bookings tab.
2. Use the calendar view to navigate to the relevant date.
3. Click on the desired availability, and select Actions & Settings from the menu that appears.

To review the availability overview via an item’s calendar:

1. Navigate to the Items tab, and select the item associated with the desired availability.
2. Select Calendar from the item’s sidebar.
3. Use the calendar view to navigate to the relevant date.
4. Click on the desired availability, and select Actions & Settings from the menu that appears.

The top portion of the overview will contain basic information, including the item’s name, public headline (if available), date, and time.

The toolbar directly underneath provides visibility into availability-specific information. Use the toolbar to view details about or edit the setup of:

• Online booking status
• Capacity and resource details (numbers booked and available)
• Affiliate blocks, if added
• Crew members, if added
• Waitlist, if added
• Seating, if added

More options

Explore further setup details and actions using the More options dropdown.

• Prices: Review what prices and visibility are currently used for the availability.
• Book button: Customize and retrieve book button code that can be embedded in your webpage. The book button is available in HTML, link, JavaScript, and Wordpress shortcode formats.
• Reapply resources: Adjust which resources the availability uses, if applicable, or reset them to the default resource requirements. (Note: This option will only appear if the item is connected with a resource requirement group, and there are also bookings associated with the availability.)
• Delete availability: If the availability does not have any bookings associated, it can be deleted and removed from the calendar. (Note: If the availability does have bookings associated, they must be rebooked or canceled before it can be deleted.)

The bookings summary section displays a rundown of bookings that are currently associated with the availability. Details available include:

• Number of openings booked and currently available
• A breakdown of customer types booked
• A link to the manifest view of bookings (Note: This link will only appear if there are bookings associated.)
• A list of associated bookings

Different booking actions will be available depending on whether the availability has already occurred, or has any associated bookings.

• The + Book button can be used to place a booking via Dashboard if the availability has not occurred yet.
• The Send email or text button can be used to send a message to any customer contacts currently associated with the availability. (Note: This button will not appear if there are no bookings associated with the availability.)

The Settings section can be used to view and/or update an availability’s setup as needed. Updates at the availability level will only affect that specific availability, and will not affect the item’s other availabilities.

Depending upon your Dashboard configuration, the available options can include:

• Headlines and notes: Customize public and private headlines, as well as private notes. Learn more about managing an availability’s headlines.
• Time: Review and update the availability’s start time and duration as needed.
• Capacity and resources: Set an availability-level capacity and make resource requirement group adjustments as needed. (Note: This section will say Capacity if resources are not created for the Dashboard, or if the item is not connected with a resource requirement group.)
• Custom fields: Review and/or adjust which custom field group associated with the availability.
• Customer notifications: Disable the availability’s reminder or follow-up messages (both text and email) as needed.
• Pickup route: Review and/or adjust the schedule of pickup stops used for the availability. Learn more about transportation.
• Ledger: Review and/or adjust which ledger is used for the availability.

The log available at the bottom of the overview (or under the Activity tab via mobile app) includes all availability-level activities and comments. This data can help determine the circumstances surrounding changes made to an availability, including the user, date, and time associated with an update.

The overlay looks different. Did something change?

Yes, the overlay was recently redesigned to improve navigation and reduce clicks. All the same tools are still available, but some have been moved. See our blog for a side-by-side review of specific changes.

Can I change the listed order of an availability’s bookings?

Yes, the Sort by dropdown can be used to change the listed order of associated bookings, based upon select details such as booking contact, payment status, number of participants, and more. (Note: Bookings will be sorted by contact name by default.)

Where do I update prices?

Prices can be updated at an availability level using the More options dropdown. However, we generally suggest making complex pricing updates at an item or company level as needed rather than per availability. Learn more about working with availability prices.

I see a message about reapplying resources. What does that mean?

If an availability already has bookings and updates are saved to the associated resource requirement group, a Reapply resources hint will appear. Resources should be reapplied to ensure the bookings can correctly reflect remaining capacity.

Click the Reapply resources button to apply the updated resources.

I changed the availability’s start time and received a message about notifying customers. What does that mean?

The Notify customers hint appears if an availability’s start time is changed when there are existing bookings associated. Customers can be notified via the time change using the Send email or text section.

Can I delete an availability via the availability overview?

An availability can be deleted via the overview by selecting the Delete availability option from the More options dropdown. (Note: An availability cannot be deleted via the overview if it has bookings associated.)