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Using the Calendar - View & Manage Your Schedule

5 min read Beginner For Owner, Manager, Staff Updated about 2 months ago
Quick Answer
Access the calendar from your dashboard to see all bookings across units. Bookings are color-coded by status, and you can click any booking to view details or make changes.

Using the Calendar

The calendar is your central view for managing bookings and availability. See your entire schedule at a glance, spot gaps in your inventory, and quickly access booking details.

Accessing the Calendar

From the navbar, click Bookings → Calendar to open the calendar view.

Calendar Layout

Timeline View

The default view shows:

  • Left column — Unit names
  • Top row — Dates
  • Grid — Bookings displayed as bars

Each booking bar spans from start to end date/time.

Unit Rows

Each row represents one unit (or unit type):

  • Unit name on the left
  • Bookings displayed across the timeline
  • Empty spaces = available time

Understanding the Calendar

Booking Bars

Bookings appear as colored bars showing:

  • Length — Duration of the rental
  • Color — Status (see below)
  • Label — Customer name or booking ID

Status Colors

Different colors indicate booking status:

Status Meaning
Pending In cart, not yet paid
Checkout In payment process
Reserved Paid, waiting for pickup
Rented Currently out with customer
Returned Back, awaiting completion
Completed Finished and closed
Expired Cart timed out
Cancelled Cancelled booking
Refunded Payment returned
Maintenance Unit blocked

Availability Indicators

  • Empty space — Available for booking
  • Colored bar — Booked
  • Grayed area — Blackout date or outside schedule

Date Navigation

  • Today button — Jump to current date
  • Arrows — Move forward/backward
  • Date picker — Jump to specific date

Time Scale

Adjust the view:

  • Day view — Hour-by-hour detail
  • Week view — See a week at a time
  • Month view — Overview of the month

Filtering

Filter what's displayed:

  • By fleet — Show only certain equipment types
  • By location — Show only certain locations
  • By status — Show only certain booking statuses

Interacting with Bookings

Viewing Details

Click any booking bar to:

  • See full booking details
  • View customer information
  • Access quick actions

Quick Actions

From a booking, quickly:

  • Open full booking details
  • Check in/check out
  • Modify the booking
  • Cancel if needed

Creating Bookings

Click an empty slot to:

  • Start a new booking
  • Pre-fill the unit and date
  • Continue through the booking flow

Calendar Use Cases

Morning Check: Today's Schedule

  1. Go to Bookings → Calendar in the navbar
  2. Navigate to Today
  3. See:
    • Check-ins due (green bars starting)
    • Check-outs due (blue bars ending)
    • Current rentals (blue bars continuing)

Checking Availability

  1. Customer calls asking about Saturday
  2. Go to Calendar
  3. Navigate to Saturday
  4. See which units are available (empty slots)

Finding Gaps

  1. View the week
  2. Look for empty spaces
  3. Identify opportunities:
    • Mid-week gaps for promotions
    • Last-minute availability to market

Operations Planning

  1. View the day
  2. Count check-ins and check-outs
  3. Plan staffing:
    • 5 check-ins at 9 AM
    • 3 check-outs at 5 PM

Calendar Views for Different Roles

Owners/Managers

Use calendar to:

  • Monitor utilization
  • Spot booking patterns
  • Plan inventory needs
  • Review upcoming revenue

Front Desk Staff

Use calendar to:

  • See today's activities
  • Quick reference for calls
  • Locate specific bookings
  • Check availability for walk-ins

Operations Team

Use calendar to:

  • Plan check-in schedules
  • Coordinate returns
  • Schedule cleaning/prep

Tips for Effective Calendar Use

Start Each Day Here

Make the calendar your first stop to see what's happening.

Use Filters

If you have many units, filter to focus on specific fleets or locations.

Look Ahead

Regularly check upcoming days/weeks for:

  • Busy periods needing extra staff
  • Gaps for marketing opportunities
  • Maintenance windows

Check at Day's End

Review:

  • All check-outs completed
  • Any issues to note
  • Next day's schedule

Mobile Calendar

The calendar works on mobile devices:

  • Swipe to navigate dates
  • Tap bookings to view details
  • Portrait mode for single-day focus
  • Landscape for wider view

Some features may be simplified on smaller screens.

Troubleshooting

Calendar not loading

  • Refresh the page
  • Check internet connection
  • Try a different browser

Can't see certain bookings

  • Check your filters
  • Verify you have access to those units
  • Make sure bookings exist

Bookings overlapping incorrectly

  • This shouldn't happen (double-booking prevention)
  • Contact support if you see true overlaps
  • May indicate a display issue

Colors don't match expected

  • Check the calendar legend
  • Status colors may vary
  • Verify booking statuses are correct

Related Articles:

Frequently Asked Questions

How do I view my booking calendar?
Go to Bookings → Calendar in the navbar. You'll see all bookings displayed across a timeline view showing each unit and date.
What do the colors on the calendar mean?
Colors indicate booking status - blue for reserved, cyan for rented, yellow for pending or returned, green for completed, and red for cancelled. Each status has a distinct icon for quick identification.
Can I create bookings from the calendar?
Yes, click on an empty time slot to start creating a booking for that unit and date.
How do I see just today's bookings?
Use the date navigation to jump to today, or use the Today filter to see all bookings starting, in-progress, or ending today.