Availability & Scheduling
Using the Calendar - View & Manage Your Schedule
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.
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 |
|---|---|
| <i class="bi bi-question-circle" style="color: #ffc107;"></i> Pending | In cart, not yet paid |
| <i class="bi bi-exclamation-circle" style="color: #0dcaf0;"></i> Checkout | In payment process |
| <i class="bi bi-circle" style="color: #0d6efd;"></i> Reserved | Paid, waiting for pickup |
| <i class="bi bi-circle-half" style="color: #0dcaf0;"></i> Rented | Currently out with customer |
| <i class="bi bi-circle-fill" style="color: #ffc107;"></i> Returned | Back, awaiting completion |
| <i class="bi bi-check-circle-fill" style="color: #198754;"></i> Completed | Finished and closed |
| <i class="bi bi-clock-history" style="color: #6c757d;"></i> Expired | Cart timed out |
| <i class="bi bi-slash-circle" style="color: #dc3545;"></i> Cancelled | Cancelled booking |
| <i class="bi bi-arrow-return-left" style="color: #dc3545;"></i> Refunded | Payment returned |
| <i class="bi bi-wrench-adjustable" style="color: #212529;"></i> Maintenance | Unit blocked |
Availability Indicators
- Empty space — Available for booking
- Colored bar — Booked
- Grayed area — Blackout date or outside schedule
Navigating the Calendar
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 — Reserved, Rented Out, Returned, and Completed start on. Maintenance is a fifth toggle and starts off so downtime does not clutter the rental schedule until you turn it on.
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
- Customer calls asking about Saturday
- Go to Calendar
- Navigate to Saturday
- 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
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Related Articles: - Understanding Availability - Booking Basics - Check-In & Check-Out
Need more? Search the live help desk or email wecare@recsystems.com.