Booking Views Guide

# Booking Views Guide Navigate and manage bookings efficiently using RecSystems' various viewing options. This guide covers the different ways to access and work with bookings in your dashboard, helping you choose the right view for each task. ## 🎯 Overview RecSystems provides multiple ways to view and manage bookings, each optimized for different tasks: - **List View** - Traditional table with powerful search and filters - **Kanban View** - Visual status-based workflow management - **Schedule View** - Timeline-based resource planning - **Calendar View** - Date-based availability overview ## Prerequisites - Employee or Admin access - Dashboard login credentials - Basic understanding of [booking statuses](../07-reference/booking-statuses.md) ## 📋 Accessing Bookings ### Navigation 1. Go to **Dashboard** → **Bookings** 2. Default view is List View 3. View selector appears at top of page 4. System remembers your last used view ### Quick Access Methods - **QR Code Scan**: Customer shows code from email (fastest method) - **Direct URL**: dashboard/bookings/[booking-id] - **Quick Search**: Name, booking number, email, phone - **Status Filters**: Click any status badge to filter instantly 💡 **Pro Tip**: Bookmark your preferred view for instant access during busy times! ## 📊 List View (Default) ### What You See The main bookings table displays essential information at a glance: - **Booking #**: Custom ID format (RS241225123) - **Customer**: Name (clickable for details) - **Equipment**: Unit and quantity - **Dates**: Start and end times - **Status**: Color-coded badges - **Total**: Booking amount - **Actions**: Quick access buttons ### Status Colors & Meanings - **Gray** <i class="bi bi-question-circle"></i> - Pending (not confirmed) - **Gray/Yellow** <i class="bi bi-exclamation-circle"></i> - Checkout (payment processing) - **Green** <i class="bi bi-circle"></i> - Reserved (paid, ready for check-in) - **Blue** <i class="bi bi-circle-half"></i> - Rented (equipment is out) - **Orange** <i class="bi bi-circle-fill"></i> - Returned (needs inspection) - **Dark Green** <i class="bi bi-check-circle-fill"></i> - Completed (all done) - **Red** <i class="bi bi-slash-circle"></i> - Cancelled (no action needed) - **Purple** - Refunded (money returned) ### Search & Filter Options **Quick Search** (top of page): - Customer name (partial matches work) - Booking number (e.g., RS241225123) - Email address - Phone number (with or without formatting) **Status Filters**: - Click any status badge to filter - Multi-select with Ctrl/Cmd+Click - Common filters: Reserved (today's check-ins), Rented (expected returns), Returned (needs processing) **Date Filters**: - Today's bookings - This week - This month - Custom date range - Exclude past bookings ### Sorting Options Click column headers to sort: - Booking date (default: newest first) - Customer name (A-Z or Z-A) - Status (grouped by type) - Amount (high to low) - Start date (upcoming first) ### Best Used For - **Finding specific bookings** - Use search for customer inquiries - **Processing multiple bookings** - Sort by status and work through them - **Financial reconciliation** - Sort by amount or date - **Exporting data** - Select what you need and export to CSV ### Performance Tips - Use filters to reduce visible bookings (faster loading) - Clear filters if you can't find something - Sort by status to group similar tasks - Keep date ranges reasonable for better performance ## 🏗️ Kanban View ### Status Columns Visual workflow showing bookings as cards in status columns: 1. **Pending** <i class="bi bi-question-circle"></i> - Payment not complete (monitor for abandonment) 2. **Reserved** <i class="bi bi-circle"></i> - Confirmed, awaiting check-in (today's arrivals) 3. **Rented** <i class="bi bi-circle-half"></i> - Currently checked out (track returns) 4. **Returned** <i class="bi bi-circle-fill"></i> - Back, needs inspection (priority processing) 5. **Completed** <i class="bi bi-check-circle-fill"></i> - Fully processed (reference only) ### Card Information Each booking card shows key details: - Customer name (bold) - Equipment (unit + quantity) - Rental dates/times - Total amount - Quick visual status ### Drag & Drop Rules - **Can move** between allowed statuses only - **Cannot skip** required steps (e.g., Reserved → Completed) - **Some changes** require forms (check-in/out processes) - **System prevents** invalid transitions - **Updates happen** in real-time ⚠️ **Important**: Dragging to "Rented" or "Completed" won't complete the required documentation. Use proper check-in/out processes. ### Best Used For - **Morning status review** - See everything at a glance - **Processing returns** - Focus on the "Returned" column - **Team coordination** - Everyone sees the same board - **Identifying bottlenecks** - Which column has too many cards? - **Quick status updates** - Drag to update simple status changes ### Workflow Tips 1. Start your day reviewing each column left to right 2. Process "Returned" bookings first (customers waiting) 3. Check "Reserved" for today's arrivals 4. Monitor "Pending" for abandoned bookings 5. Keep columns clean by completing tasks promptly ## 📅 Schedule View ### Timeline Display Resource planning view showing: - **Y-axis**: Units/Equipment (grouped by fleet) - **X-axis**: Time periods (adjustable scale) - **Blocks**: Individual bookings (sized by duration) - **Colors**: Status indicators (same as other views) ### Navigation Controls - **Previous/Next**: Move through time periods - **Today**: Jump to current date instantly - **Zoom**: Adjust time scale (day/week/month) - **Filter**: By fleet or specific unit type ### Interactive Features **Click Booking Block**: - View summary popup with key details - Access full booking details - See customer information - Quick status check **Visual Planning Benefits**: - **See availability gaps** - White space = opportunity - **Identify conflicts** - Overlapping blocks - **Plan maintenance** - Schedule during gaps - **Optimize usage** - Redistribute bookings if needed ### Time Period Options - **Daily view** - See hourly slots for detailed planning - **Weekly view** - Good for general overview - **Monthly view** - Compressed for long-term planning ### Best Used For - **Availability checking** - Visual gaps show opportunities - **Conflict resolution** - Spot double bookings instantly - **Maintenance planning** - Find quiet periods - **Capacity analysis** - Are units over/under utilized? - **Staff scheduling** - Match staff to busy periods ### Planning Tips - Use daily view for immediate decisions - Switch to weekly for planning ahead - Check monthly view for seasonal patterns - Filter by fleet to focus on specific equipment - Note maintenance needs during quiet periods ## 📆 Calendar View ### Monthly Overview Traditional calendar displaying: - Booking count per day (number badge) - Start dates highlighted - Multi-day bookings span dates - Today clearly marked - Weekends shaded differently ### Day Details Click any date to see: - All bookings starting that day - Bookings ending that day - Currently rented items - Available inventory count - Quick stats (revenue, utilization) ### Navigation - Month selector dropdown - Previous/Next arrow buttons - Today button (quick return) - Year dropdown for long jumps ### Color Coding Same status colors appear on calendar: - <i class="bi bi-circle"></i> Green = Reserved bookings - <i class="bi bi-circle-half"></i> Blue = Rented (active) - <i class="bi bi-circle-fill"></i> Orange = Returns due - <i class="bi bi-slash-circle"></i> Red = Cancellations ### Best Used For - **Monthly planning** - See busy/slow periods - **Identifying patterns** - Which days are busiest? - **Seasonal overview** - Compare months - **Capacity planning** - When to add inventory? - **Staff scheduling** - Plan coverage for busy days ### Strategic Planning - Review past months for patterns - Plan promotions during slow periods - Prepare extra staff for busy times - Schedule maintenance during quiet days - Track seasonal trends ## 🔍 Booking Details View ### Accessing Details Multiple ways to open booking details: - Click booking number in any view - Scan customer's QR code (instant access) - Use direct URL if known - Search and click result ### Information Tabs **Main Tab** (Status-dependent name): - **Reserved** <i class="bi bi-circle"></i>: "Reservation Details" - Shows check-in actions - **Rented** <i class="bi bi-circle-half"></i>: "Current Rental" - Displays return info - **Returned** <i class="bi bi-circle-fill"></i>: "Rental Return" - Final inspection form - **Completed** <i class="bi bi-check-circle-fill"></i>: "Booking Finished" - Historical record **Rental Details Tab**: - Complete customer information - Equipment specifications - Dates, times, and duration - Pickup/delivery location - All add-ons included **Messaging Tab**: - Full conversation history - Rex AI assistant responses - Customer questions/requests - Staff notes and replies - Quick message input **Payment Tab**: - Payment status and method - Transaction details - Balance due (if any) - Refund information - Full payment history ### Status Header Prominent display showing: - Current status with icon (visual indicator) - Action buttons (Print, Modify) - Status-specific messages (what to do next) - Booking number (for reference) ### Action Buttons Contextual based on status: - **Check Out Renter** (Reserved → Rented) - **Return Rental** (Rented → Returned) - **Accept Return** (Returned → Completed) - **Process Refund** (if applicable) - **Modify Booking** (when allowed) ## 💡 Workflow Tips ### Daily Operations Flow **Morning (Opening)**: 1. Start in **Kanban view** - Check "Reserved" <i class="bi bi-circle"></i> for today's check-ins - Review "Rented" <i class="bi bi-circle-half"></i> for expected returns - Process any "Returned" <i class="bi bi-circle-fill"></i> from yesterday 2. Switch to **Calendar view** - See today's overall activity - Note any large groups - Check tomorrow's load 3. Use **List view** for processing - Sort by status - Work through systematically - Search as customers arrive **Throughout Day**: - Keep **Kanban** open for status tracking - Use **List** for customer searches - Check **Schedule** for availability questions - Update statuses immediately **Evening (Closing)**: 1. **Kanban view** - Ensure "Returned" column is empty 2. **List view** - Check for incomplete tasks 3. **Calendar view** - Prepare for tomorrow ### Finding Bookings Quickly **Customer at Counter**: 1. Ask for QR code first (instant access) 2. If no QR, search by name/phone 3. Use partial names if unsure 4. Check different statuses if not found **Phone Inquiries**: 1. Put phone number in search (fastest) 2. Try email if phone doesn't work 3. Use partial last name 4. Ask for booking number **Equipment Questions**: 1. Switch to Schedule view 2. Filter by specific unit 3. See complete timeline 4. Check availability visually ## 🛠️ Customization Options ### List View Preferences - Column visibility (gear icon) - Show/hide fields - Default sort order - Set your preference - Items per page - Balance detail vs. scrolling - Compact/expanded rows - More or less detail ### Filter Persistence - Filters remain during session - Clear all with reset button - Bookmark filtered views - Create mental shortcuts ### Export Options From List View you can: - **CSV Export**: All visible data for spreadsheets - **Print View**: Formatted for paper - **Email Report**: Send to team members ## 📱 Mobile Considerations ### Responsive Design Views adapt automatically: - List becomes card view (easier to tap) - Kanban stacks vertically (scroll down) - Schedule shows single day (swipe for more) - Calendar remains monthly (pinch to zoom) ### Touch Optimized - Larger tap targets on mobile - Swipe navigation where logical - Pull to refresh data - Simplified menus ### Mobile Best Practices - Use List view for searches - Kanban for quick status checks - Avoid Schedule on small screens - Calendar works well for date picking ## ⚠️ Common Issues & Solutions ### "Can't Find Booking" **Check these in order**: 1. Clear all filters (most common issue) 2. Check spelling in search 3. Try different search criteria 4. Verify booking wasn't cancelled 5. Check date range filters ### "View Loading Slowly" **Try these fixes**: 1. Narrow date range (less data) 2. Clear unnecessary filters 3. Refresh page (F5) 4. Check internet connection 5. Try different browser ### "Can't Change Status" **Verify**: 1. You have permission (role) 2. Status change is allowed 3. Required fields complete 4. Payment processed (if needed) 5. Not being edited elsewhere ### "Wrong Bookings Showing" **Solutions**: 1. Check active filters 2. Verify date range 3. Clear search terms 4. Reset view entirely 5. Log out and back in ## 🎯 Best Practices ### Efficiency Tips 1. **Learn keyboard shortcuts** (Ctrl+K for search) 2. **Use quick search** liberally 3. **Bookmark filtered views** you use often 4. **Keep multiple tabs** open for different views 5. **Master one view** before learning all ### Team Coordination - **Agree on primary view** for your team - **Update statuses** immediately - **Use notes** for communication - **Check board** before leaving - **Train consistently** on workflows ### Data Hygiene - Complete inspections same day - Keep customer info current - Close bookings promptly - Archive old seasons - Document everything ## 📈 Using Views for Analysis ### Spotting Trends - **List View**: Sort by amount to find big bookings - **Kanban**: See which status has bottlenecks - **Schedule**: Identify underutilized equipment - **Calendar**: Spot seasonal patterns ### Improving Operations - Track how long bookings stay in each status - Identify your busiest days/times - Find equipment that's always booked - See which units need maintenance often ## 📚 Related Guides - [Booking Workflow](booking-workflow.md) - Complete booking process - [Check-In Process](check-in-process.md) - Moving Reserved to Rented - [Check-Out Process](check-out-process.md) - Return workflow - [Booking Status Reference](../07-reference/booking-statuses.md) - All statuses explained --- 💡 **Pro Tip**: Master the Kanban view first - it gives the best operational overview. Then learn List view for detailed work. Schedule and Calendar are specialized tools for planning. 🎯 **Remember**: The right view depends on your task. Don't force one view to do everything - switch based on what you're trying to accomplish!