The Booking Calendar is a calendar of the meeting spaces available in your organization and the events booked in those meeting spaces.
To access the Booking Calendar, click the Calendar link from the Main Menu. The Calendar opens with spaces listed on the left and the dates/times at the top of the screen. The following tabs are available: Home, Tools and Settings.
Home Tab
Use the Home tab to configure your Booking Calendar display.
- Date - Current date for the view. The entered date is the first day on the calendar.
- Single Arrows - Moves the date back or ahead one day.
- Double Arrows - Moves the date back or ahead one week.
- Triple Arrows - Moves the date back or ahead one month.
- Display - Controls the number of days displayed on the calendar. View a 1, 3, 7, 14, or 28 day calendar or a Monthly or Quarterly calendar.
- Select Spaces – Opens the Select Spaces screen to select which spaces to view on the calendar. See Manage Spaces on Calendars for more information.
- Composite Spaces - Select the space you want to view. Only composite spaces with Quick View checked on the Edit Space screen are available for selection.
- Filters – Opens the Filters screen to filter the events that display on the calendar. The following filters are available:
- Space Capacity - Displays spaces with a capacity matching the entered value.
- Space Setup - Displays spaces with a setup matching the selected setup values.
- Space Feature - Displays spaces with feature(s) matching the selected values.
- Space Type - Displays spaces with space types matching the selected value(s).
- Only Show Base Spaces - If checked, only base spaces display on the calendar. A base space is a space you cannot make into a smaller space using air walls or curtains.
- Show Events - If checked, the calendar shows bookings for events.
- Show Jobs - If checked, the calendar shows bookings for jobs.
- Bookings Section
- Booking Status - Displays bookings with statuses matching the selected statuses.
- Usage - Displays bookings with usages matching the selected usages.
- Only Show Direct Bookings - If checked, only direct bookings display. See Direct Bookings and Indirect Bookings for more information.
- Events Section - Bookings display based on the event's status, category, class, type and/or selected Products and Services.
- Only Show Public Events - If checked, only events with the Public check box checked display on the calendar.
- Jobs Section - Bookings display based on the job's status, category, class and/or type.
- Only Show Public Jobs - If checked, only jobs with the Public check box checked display on the calendar.
Tools Tab
Use the Tools tab to:
- Book From Event Profile - Opens the Select Event Profile screen to book an event using an event profile. See Event Profiles for more information.
- Availability Search - Opens the Availability Search screen to find available spaces. See Availability Search.
- Resource Requirements - Opens the Resource Requirements screen to view which items are scheduled for use within a particular time frame. See Resource Requirements for more information.
- Legend - Opens the Legend screen where you can view the colors that are available for display on the calendar and what each color represents. You can view the colors for booking status, status groups, type and usage.
- Export
- PDF - Opens the Export To PDF screen where you can enter the Heading and Subheading for the export file and the orientation for the export (Portrait or Landscape). Exports to a PDF file.
- Excel - Opens the Export to Excel screen where you can enter the File Name, Heading and Subheading for the export file. You can also select your desired formatting for the information in the export. Exports to a .xlsx file.
- Email - Opens the Send Email screen with a PDF of the Booking Calendar as an attachment.
Settings Tab
Use the Settings tab to configure how information displays on the Booking Calendar.
- Display Notices - Toggle the button to the right to show notices or toggle it to the left to hide notices.
- Select Notices - Opens the Select Notices screen to select the notices to display on the calendar. Use Ctrl+Click or Shift+Click to select multiple notices. Click the single right arrow button to move the selected notice(s) to the Selected section of the screen. Use the up and down arrows to the right of the Selected section of the screen to change the order of the notices.
- Configuration - Opens the Calendar Configuration screen where you can configure various display settings.
- Customize Lines - Opens the Customize Lines to configure the information that displays for a booking on the calendar. You can customize up to 4 lines of information. If no fields or text are selected for a line, the line does not display on the calendar.
- Select the information to display for the line from the Fields & Text drop-down.
- Click the green plus sign to add an additional field or to add static text.
- Click the X to the right of the field to remove the field from the line.
- Select the booking color to use from the Booking Colors drop-down.
- Select the Font type and size from the Font drop-down.
- Select to align the text left, middle or right from the Alignment section.
- Change the order of the display lines by clicking the squares on the left of the screen and dragging and dropping to the desired order.
- View a preview of the display at the bottom of the screen.
- Select the information to display for the line from the Fields & Text drop-down.
- Bookings Sort Order - Opens the Booking Sort Order screen where you can set the order the bookings display if there are multiple bookings in one space on the same day.
- Calendar Templates - Opens the Calendar Templates screen where you can create new calendar intervals.
Adjust Column Widths
You can adjust the width of the space column by hovering to the left of the dividing line between the space listing and the calendar dates until the double headed arrow displays. Drag the column to the left or right for the desired width.
To adjust the interval widths, hover on the line dividing the interval to adjust until the double headed arrow displays. Drag the arrow to the desired width. To apply the width to all intervals, right-click on the interval and select Apply Width to All. This only updates the width on the calendar; it does not update the width on the calendar template.
Unable to View Events on Booking Calendar
If you are unable to view events on the calendar from a specific date onward, verify you have access to the Days Out Limit for Viewing Future Events in Booking Calendar access privilege.
Comments
6 comments
Does it make sense to have the controls for displaying Notices in the Tools (where the other display settings are) or in the Advanced Search (where the filter criteria) is?
0 upvotes
Check out the changes to the actions in v30:
0 upvotes
Thanks Wendy,
Million dollar question - when will v30 be available (generally)?
0 upvotes
My pleasure, Sean.
I'm told the answer to your million dollar question is being shared at the Unite conferences... May 7-10 for AP.
0 upvotes
Is it possible to highlight the current day on the booking calendar?
0 upvotes
Hello Fionn,
The Booking Calendar does not include an option to highlight the current day.
Our calendars that have more of a traditional 30-day format (i.e., Calendar of Bookings and Event Calendar) do indicate the current day with a bold outline on the current date.
Regards,
Sam
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