The new calendar brings everything you plan around your timeslots into one place. Instead of jumping between the calendar, the timeslot editor, and guide schedules, you switch between six views with one click: Bookings, Guides, Capacity, Availability, Heatmap, and Status. You can also build recurring guide schedules, change capacity or status for many timeslots at once, and undo a change if you got it wrong.
In this article
Try the new calendar
Anyone with the Manage company profile permission sees a banner at the top of the classic calendar: A new calendar is coming.
- Open Calendar.
- In the banner, select Try the new calendar.
- Confirm with Try the new calendar. The page reloads with the new calendar.
The switch applies to your whole account, so everyone on your team sees the new calendar. Not ready yet? Select Not now and the banner comes back in a week.
Switch back to the classic calendar
Select Switch to classic in the blue banner at the top of the new calendar, or open the BETA tag next to your saved view and choose Switch to classic calendar. Nothing is lost. Bookings, assignments, and saved views work in both calendars. You can tell us what made you switch, which helps us improve the new one.
To share what's working or what isn't, select Send feedback in the banner or the BETA tag. What's new opens a short tour of the new calendar.
Find your way around
The bar across the top works the same on every tab:
- Saved view. Pick a saved view on the left, or save the current one with the save button on the right.
- Show. Switch between Bookings, Guides, Capacity, Availability, Heatmap, and Status. If your account calls guides something else, like pilots or captains, the tab uses your word.
- Day, Week, or Month. Change how much time you see.
- Filter. Narrow the calendar by activity, resource, guide, ticket type, day of the week, start time, or date range.
- Settings (gear). Display options just for you, like showing spots left or hiding full timeslots. They don't change saved views.
The sidebar on the left has a small calendar for jumping to a date and a list of activities you can show or hide.
Bookings
The Bookings tab looks and works like the calendar you know. Each timeslot shows its start time and spots left. Select a timeslot to open it. Use Rows to group the week by Activity, Time, Resource, or Guides.
Guides
The Guides tab shows each guide's schedule for the week, with a column of Unstaffed timeslots that still need someone.
- Assign a guide to one timeslot. Select an unstaffed slot to open New assignment, or drag it onto a guide.
- Move or swap an assignment. Drag it to another guide or time.
- Share or print a guide's schedule. In the sidebar, open the menu next to a guide and choose Share iCal link or Print schedule.
Create a recurring guide schedule
Assign a guide to the same activity on the same days for weeks at a time, without assigning each timeslot by hand.
- On the Guides tab, select New recurring schedule.
- Add one or more guides, and the activities they lead.
- Under How often does it run?, choose Every day, Specific days, or A single day, and pick the days of the week.
- Set Starts on and Ends on, and choose Which start times? if the guide only covers some of them.
- Check the preview. It shows how many timeslots match and how many assignments will be added.
- Keep the suggested Schedule name or change it, then select Create schedule.
The schedule assigns the guide to every matching timeslot that exists in that date range. Guides get one email that covers the whole schedule instead of one email per timeslot, following their own notification settings.
A schedule covers the timeslots that already exist when you create it. If you add more timeslots in that date range later, assign them separately or add them to the schedule.
Remove an assignment from a schedule
Open the assignment and remove it. For an assignment that's part of a recurring schedule, choose what to remove:
- Only this one. The rest of the schedule stays as is.
- This and following. Removes this one and every later one in the schedule.
- All in schedule. Removes the whole series.
The same three choices appear when you move or swap an assignment that's part of a schedule.
Capacity
The Capacity tab shows the maximum bookable spots for each timeslot and ticket type, as a grid you can edit in bulk.
- Drag across the cells you want to change.
- Select Edit capacity in the bar at the bottom.
- Choose Set to, Increase by, or Decrease by, enter the amount, and apply it. Leave a row empty to reset it to its default.
When an activity's capacity comes from its resources, like boats, vehicles, or bikes, you can lower it but not raise it above what your resources hold. Past days are locked. Availability updates in the background after you save.
Availability
The Availability tab shows how many spots are left in each timeslot, colored from Spots left to Almost full and Full. It's read-only. Select cells to see a quick total of spots left across them.
Heatmap
The Heatmap colors each timeslot by how full it is, from under 25% to over 75%, so busy and quiet times stand out.
Select a timeslot to open Slot details: how full it is, whether it's ahead of or behind its usual booking pace, a projected final head count, how far ahead guests book, average price per guest, and revenue by channel. Drag across several timeslots to compare them. Projections are based on how similar timeslots sold over the last several weeks, so treat them as a guide, not a promise.
Revenue figures only appear for team members with the View reports module permission.
Status
The Status tab shows whether each timeslot is Open, Private, Sold out, or Closed. To change many at once, drag across the cells and pick a status in the bar at the bottom: Open, Private, Closed, or Open, no cutoff.
Undo a change
After you change capacity, change status, or add, move, or remove guide assignments, a message appears with an Undo button for a few seconds. Select it to put things back the way they were. If someone else changed the same timeslots in the meantime, those are skipped and left as they are.
Who can do what
- See the calendar and guide schedules: View calendar in the Dashboard.
- Switch your account to the new calendar or back: Manage company profile.
- See the Capacity, Availability, Heatmap, and Status tabs: Manage activities or experiences.
- Edit capacity or change status: Manage availabilities on experiences, and Manage activities or experiences.
- Assign guides and create recurring schedules: Manage availabilities on experiences.
- See revenue in the Heatmap: View reports module.
See Permission groups to give a team member access.
Examples
- Staff a guide for the season: create a recurring schedule for your lead guide on weekday mornings through the end of December, and see all 300+ assignments before you create them.
- Close the afternoon for a storm: on the Status tab, drag across today's afternoon timeslots and set them to Closed in one step.
- Add room for a busy weekend: on the Capacity tab, select Saturday and Sunday and increase capacity by 4.
- Spot your quiet times: open the Heatmap for next month and look for the pale cells, then plan a promotion around them.
- Check if a timeslot will fill: select it in the Heatmap and read the projected final count in Slot details.
Frequently asked questions
Will switching to the new calendar change my bookings or settings?
No. Your bookings, guide assignments, and saved views are the same in both calendars. You can switch back to the classic calendar anytime.
Does switching change the calendar for my whole team?
Yes. The switch applies to everyone on your account. Your display options in the gear menu are personal, though, so each person can set those the way they like.
I don't see the banner to try the new calendar. Why?
The banner only shows for team members with the Manage company profile permission. If you dismissed it or chose Not now, it comes back after a week. Ask an account admin to switch your account, or to grant you the permission.
Why can't I increase capacity on some activities?
Their capacity comes from their resources, like boats or vehicles, so it can't go above what those resources hold. You can still lower it. To raise it, add capacity to the resources themselves.
Will a recurring schedule cover timeslots I add later?
Not automatically. A schedule assigns the timeslots that exist when you create it. Assign new timeslots separately, or add them to the schedule.
Do guides get an email for every timeslot in a schedule?
No. When one change assigns a guide to several timeslots, they get one email that covers all of them, sent according to their own notification settings.
Why don't I see revenue in the Heatmap?
Revenue only shows for team members with the View reports module permission. Everyone else still sees how full each timeslot is and how it's pacing.
Can I undo a bulk change?
Yes, right after you make it. Select Undo in the message that appears. The button only stays up for a few seconds, so check the result before moving on.
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