Customizing your Bookings calendar
Last updated: February 9, 2024
The Bookings section of your Dashboard has several view, filter, and display options, letting you personalize the way you see your availabilities. Click into each section below to read more about these options.
Additionally, you can save a set of filters and display options as a “custom calendar” and easily come back to the same settings at any time. Learn more about saving settings with custom calendars.
Views
There are several different options for visualizing your availabilities and bookings.
Month view
The Month view provides a traditional calendar view of all availabilities for the current month.
Tip: Within each day, availabilities are organized and ordered by their start time. If availabilities have the same start time, then those are ordered from shortest duration to longest. If start time and length are the same, then item list order and headlines will determine how they display.
Adjust the timeframe by using the month and year menus, or by clicking the navigation arrows (« and ») on the right. Click Today to return to the current month.
Tip: In this view, items that have several booking times available in a single day can be grouped together. This custom item grouping feature can be turned on in the Display options.
Grid view
This view organizes your availabilities into a grid with customizable columns, rows, and groupings. You can organize your view by item, availability start date, availability start time, resources (all), resources (only those in use), and crew.
To customize your view, open the Setup menu in the Bookings toolbar. From this menu, you can also customize how many days are shown at a time. Click Defaults to return to the default settings.
Use the navigation arrows (« and ») on the right to move forward or backward by the number of days you are currently viewing. For example, if you’re viewing 5 days at a time, you can skip forward or backward by 5 days. Click Today to return to the present day.
Day & Agenda views
Note: Depending on your setup, you may see one or both of these options.
The Day view displays your availabilities for a single day, segmented by start time and item.
The Agenda view displays your availabilities for a single day, organized by availability start time. Information about the availability is shown in columns, similar to a spreadsheet.
Switch to a different day by clicking on the date, or by clicking the navigation arrows (« and ») on the right. Click Today to return to the present day.
Timeline view
The Timeline view organizes your availabilities into an hourly schedule with customizable groupings. If you use resources, this view can also be used to track your daily resource uses. This allows you to see any overlapping availabilities or resource uses within a specific timeframe.
To customize this view, use the Setup menu in the Bookings toolbar. For example, set up your calendar to show all availabilities between 7am and 6pm, organized by item. To return to the default settings, click Defaults.
There are several more options for using the Timeline view with resources. Learn more about the resources timeline.
When using the Timeline view, you can switch to a different day by clicking on the date, or by clicking the navigation arrows (« and ») on the right. Click Today to return to the present day.
Filter options
Filters can be used to adjust which availabilities are shown based on specific criteria. For example, you may want to view availabilities for a certain item only, and only availabilities that have bookings on them.
The Filter menu can be found on the Bookings toolbar.
Available filters:
- Minimum available capacity: Filters availabilities based on how many spots they have left. For example, if you want to see all bookings that have at least 10 spots left, enter “10” in this box.
- Hide no bookings: Hides availabilities that have no bookings.
- Hide 0 available with no bookings: Hides availabilities that have no bookings AND cannot be booked due to either 0 available resources or 0 capacity.
- Items: Allows you to choose which items you want to see. If you have a long list of items, the All or None options may be helpful for selecting or deselecting all items at once.
- Resources: Allows you to see only availabilities using specific resources, or alternatively, availabilities using no resources.
- Crew: Allows you to see only availabilities with specific crew members assigned. In addition to the All and None options, you can also view availabilities that have no crew assigned.
These filters can be saved and assigned to specific users with custom calendars. Learn how to set up a custom calendar.
Display options
You can further customize by using Display options. Click the 
gear menu to open the display options.
You have the following options:
- Color-coded items: Applies item coloring to the current calendar. Learn more about item colors.
- Private headlines: Certain availabilities might have private headlines created by you or other users. Check this box to include these headlines in your calendar view.
- Public headlines: Displays public headlines on each availability.
- Display public headline image: Some public headlines may include an image. Check this box to include the image while displaying the public headline.
- Crew members: Displays assigned crew member names on each availability.
Resources: Displays resource uses on each availability.
- Show counts for all resources: By default, all resource uses are shown when the Show resources box is checked. Unchecking this box allows you to choose which specific resources you want to see.
- Show virtual resources: Show resources that are ‘used’ but amount to a zero or negative use count.
Show # booked: Displays the number of people or tickets booked on each availability.
Show # available: Displays the number of available spots on each availability.
- Subtract affiliate blocks: If you have blocked off a certain number of spots to be reserved for affiliates, this option will count those spots as unavailable and only show you the number available for direct booking. Unchecking the box will show you all seats available, including those reserved for affiliate bookings.
Custom item grouping (month view only): If you offer the same item multiple times a day, this option allows you to group all availabilities for that item together. When grouped, the item will appear as one availability, with a
symbol next to its name and the number of grouped availabilities in parentheses:
You can then click on the item name to view all of its associated availabilities and times.
Advanced options
Make changes to multiple availabilities at once by opening the Advanced menu and selecting Update availabilities.
This allows you to update settings (like start time, online booking status, and headline) in bulk. When using the availability updater from the Bookings section, you can update availabilities across multiple items. This makes it easy, for example, to change all availabilities for the weekend to “Call to book,” or add a special headline to all items on a specific day.
Saving settings
You can save a set of filters and display options as a custom calendar, and easily come back to the same settings at any time. See the custom calendars page to learn how to do this.
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Timeline view: additional notes
With the release of the Timeline view, the Day view will not be included as an option by default for new companies. This is because the Timeline view accomplishes the same thing but in a more customizable way.
To enable or disable the Day view, type
Shift+,to go to the advanced settings. Find and enable day view.
When using the Timeline view, dotted lines indicate availabilities with a length of 0 (for example, general entry events). Although they appear as two hours on the timeline, you’ll see when hovering over the availability that only a start time is shown.
Load the Dashboard calendar one week at a time
By default, calendars load and render all availabilities at once. This can result in an extended loading time if the calendar contains a large number of availabilities.
Enabling the Load the Dashboard calendar one week at a time feature will allow the system to load and render a calendar one week at a time, and can improve loading performance for calendars that contain a high number of availabilities.
Enable this feature under Advanced company settings > Performance.
