Not every timeslot is a simple start time. Charters, all-day rentals, and on-demand experiences need to read differently to guests — and closed dates shouldn't just vanish without explanation. TripWorks gives you three ways to control how a timeslot presents itself, on the Calendar, the Manifest, your booking widget, and trip orders.
In this article
Availability labels — rename the time
An availability label replaces a timeslot's time with a custom name — like "On Call," "All Day," "Charter Only," or "Private Event" — everywhere the timeslot appears. It's ideal for experiences that don't run on a fixed clock:
- Charters and private events where the real start time is set after booking.
- All-day or flexible experiences not tied to a specific hour.
- On-call or by-request experiences where you show availability without committing to a time.
There are two places to set one, and labels hold up to 80 characters:
- For a whole schedule, when you create it. In the activity's Dates & Times, select Add availabilities and fill in Label customers see under Custom label. Every timeslot that schedule creates carries the label.
- For one timeslot. Open the timeslot from the Calendar or from Dates & Times, go to its Details tab, type the Availability label, and save. Clear the field to show the time again.
What availability labels can't do
- No bulk edit. A label is changed one timeslot at a time. The Bulk Availability Editor changes capacity, status, and channel visibility, but not labels. To label many future dates at once, set the label when you create the schedule.
- No filter by label. The filters in Dates & Times and the Bulk Availability Editor don't include availability labels. You can still find labeled timeslots another way: filter by Schedule (if the labeled timeslots came from one schedule) or by Timeslot hour. In the Dates & Times list, the label shows in place of the start time, so labeled timeslots are easy to spot.
Change a timeslot's start time
Open the timeslot from the calendar and go to its Details tab. Change Start time and save. You can only change the start time of a timeslot that has no bookings, and an Anytime timeslot has no start time to change. To move a booked timeslot, rebook the guests onto another time (see Reschedule, unschedule, or cancel a booking). The Bulk Availability Editor can't change start times.
Timeslot notes — a short public detail
A timeslot note is a brief, public-facing detail shown right in the booking flow for that specific timeslot — for example, "Spanish Guide," "Private Charter," or "Megan's Birthday." Use it to set expectations for guests booking that exact slot. (These public timeslot notes are different from the internal notes you add on the Manifest, which only your team sees.)
To add one, open the timeslot from the calendar and go to its Details tab. Type the text in Public note, which holds up to 24 characters, and save. The Internal note field next to it is for your team only and has no length limit.
See internal notes on the calendar
Internal notes also show in the Calendar's Month view, so your team can spot them while planning. A time slot with an internal note gets a small note icon. Hover over it (or tap it on a tablet) to read the note. When an activity has several time slots that day, each note is labelled with its time. In the Time layout, a note on a slot tucked behind + more shows its time and activity. Only signed-in team members who can view time slots see these notes, never guests or resellers.
Closed-date messages — explain a closure
By default, when all timeslots on a date are closed, the date simply disappears from your booking calendar. Instead, you can set a closure reason so the date stays visible with your own message explaining why it's closed or what to do instead:
- Closed with a closure reason — if all timeslots on a date are closed and each has a reason, the date still appears, and guests see your message instead of times.
- Closed without a reason — the date is hidden entirely, exactly as before.
The custom message only shows when all timeslots on the date are closed with a reason. If some slots are still open, those show as normal and the closure message doesn't appear.
Frequently asked questions
Can I see internal notes without opening each time slot?
Yes. In the Calendar's Month view, a time slot with an internal note shows a note icon. Hover over it, or tap it on a tablet, to read the note.
Can I show a name instead of a time on the widget?
Yes. Add an availability label like "Charter Only" or "All Day" to the timeslot, and it replaces the time everywhere the timeslot appears.
Can I bulk-edit availability labels?
No. An availability label is edited one timeslot at a time, from the timeslot's Details tab. The Bulk Availability Editor changes capacity, status, and channel visibility, but not labels. To put the same label on many dates, add it under Custom label when you create the schedule in the activity's Dates & Times, and every timeslot in that schedule gets it.
Can I filter Dates & Times or the Bulk Availability Editor by availability label?
Not by the label itself. The filters cover Schedule, Day of week, Date, Timeslot hour, Status, Anytime, Capacity, Availability, Capacity override, and each booking channel. If your labeled timeslots came from one schedule, filter by that Schedule to pull them up together, or filter by Timeslot hour. In the Dates & Times list, a labeled timeslot shows its label in place of the start time.
Are timeslot notes visible to guests?
Yes — timeslot notes appear in the booking flow. They're different from internal Manifest notes, which only your team can see.
Why did a closed date disappear from my calendar?
Closing all timeslots on a date without a closure reason hides the date. Add a closure reason to each closed slot and the date stays visible with your message.
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