Using the Calendar
Day, week, month, and year views — adding events and navigating.
The calendar is where everything at your venue sits together — weddings, tours, meetings, blocked dates and date holds. It has five views, a set of overlays, bulk date selection and a sidebar of what is coming up.
The five views
The view switcher offers Month, Week, Day, Year and Agenda.
Month is the default on a desktop and is hidden on a phone, where the calendar opens on Agenda instead. Your choice is remembered in the browser, so the calendar opens where you left it.
Moving around
The toolbar pill holds Today, View and Legend. Above the grid, the date navigation gives you a back arrow, the current date as a button — click it for a date picker — and a forward arrow.
The calendar loads the year you are looking at, a couple of months either side of it, and everything from today to three years ahead. Moving into another year loads that year — you will see a brief spinner beside the title — so you can go back as far as your records go.
Adding an event
New Activity opens a menu with five choices:
| Choice | What it does |
|---|---|
| Add Event | Schedule a custom event |
| Block Dates | Prevent bookings on dates |
| Create Hold | Place date on hold for lead |
| Share Availability | Create public booking link |
| Manage Links | Switch off or remove availability links you have already sent |
Manage Links sits below a separator with the other four, and its subtitle counts the links currently live — so you can see at a glance whether anything is still out there before you send another.
The menu only appears for people who can manage the calendar.
Add Event asks for an Event Name, a Category — Meeting, Tour, Pending or Other — and a Location if the event belongs in a particular space. Under Timing you set a Start Date and Time and an End Date and Time, and there is a description field underneath.
Weddings are not created here. A wedding appears on the calendar once it is booked, and blocked dates have their own flow — see blocking dates.
Repeating an event
Recurrence is set in its own dialog. Under Repeat Frequency you choose Daily, Weekly, Monthly or Yearly, set an Interval — every two weeks, every three months — and then, depending on the frequency, Repeat On for weekdays or Day of Month. Ends offers Never or After a number of occurrences.
The sidebar
The panel on the right has two tabs, Upcoming and Holds, each with its own search box.
On Upcoming, expanding the filters gives you a range — Next 7 days, Next 30 days, Next 90 days, Next year, or All upcoming — and a type filter. Results come 15 to a page.
Holds lists every active date hold with its tier and how long it has left.
Calendar Preview
At the bottom of the sidebar, Calendar Preview shows three months at once — the month you are looking at, with the one before and after — and has its own arrows for looking ahead without moving the main calendar. A purple dot under a date means an event, a red dot means the date is blocked. Click any date to jump the main calendar to it; from Year or Agenda view it switches to Month first.
Click the Calendar Preview heading to fold it away or open it again, and the calendar remembers your choice. Until you choose, it starts open on tall screens and folded on laptop-height ones, so the upcoming list keeps its room.
Colors
Legend opens a panel with Appearance at the top, where the color scheme lives:
- By Event Type
- By Wedding Status
- By Space
- Color-Blind Friendly
Below it, the legend itself shows what the current scheme's colors mean. Your choice is saved in the browser.
Overlays
View opens a menu headed Overlays:
- Holds — which dates are tentatively reserved, and at which tier
- Revenue — contracted and potential money against the month's target
- Demand Map — a heat map of interest by date
- FacilitySync — maintenance work on the calendar, if you have the module
Anything switched on is listed as a chip beside the toolbar, so you can see at a glance what you are looking at. Weather and demand overlays goes through what each one shows.
Selecting several dates
Select dates on the calendar and a toolbar appears at the bottom of the screen with Add Event, Create Hold, Block, Recurring, Templates and Share.
This is the quickest route to most bulk work: holding a weekend, blocking a maintenance week, sending a prospect a link to three open Saturdays.
Practical use
- Work in Month for booking and Agenda for a working day. Week is for the weeks that have gone wrong.
- Put tours in as Tour rather than Other. The type filter is only useful if the types mean something.
- Turn the Demand Map on once a week in booking season and leave it off the rest of the time. An overlay you always see stops being information.
Frequently Asked Questions
Why can't I see Month view on my phone? It is hidden deliberately — a month grid on a phone screen is unreadable. The calendar opens on Agenda there instead.
Does my view choice follow me to another computer? No. The view and the color scheme are saved in the browser you are using.
Can I drag an event to a new time? Yes, and the calendar checks for clashes as you drop it — see conflict detection.
How far ahead can I plan? Two years either side of wherever you are looking.
Keep reading
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Calendar & Scheduling
View your schedule, block dates, manage holds, and detect conflicts.
Event Flow Timeline
Every room on one screen — the ballroom, the courtyard, the bridal suite, hour by hour. Drag events to reschedule, see turnaround time between bookings, and catch two things booked into one space before the day arrives.