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Management calendar

Permission: Global Administrator, Booking manager, Service manager, Visitor manager

This page is about the function of "Management calendar" page.

This page only briefly introduce the “Resource Booking” function. Please refer to Resource Booking for more information about booking resources.

In "Management calendar" page, you can see the schedule of resources. The main function of "Management calendar" includes:

Management calendar

Calendar​

After the users booked resources, related bookings will show on the calendar. You can click the booking to see the detail.

General​

You can click Calendar button to open general menu.

General Menu

Booking button​

You can click Booking button to book resources. The Booking button is related by the current resources schedule.

Booking button and Current resources schedule

For detail of reserving room/hot desk, please refer to Resource Booking.

For detail of visitor invitation, please refer to Invite Visitor.

Switch day​

You can switch the calendar to see the schedule of resources.

Go today​

After you switch the calendar to other day, you can click Go today button to return to today.

Color definition​

The attribute of a booking displays in different color:

Color definition

  • Booking:

    • Cool gray: The resources is initial.
    • Cool gray: The resources is pending system validation.
    • Blue: The resources is booked.
    • Orange: The resources is waiting for check in.
    • Red: The resources is using.
    • Gray: The resources is used.
    • Brown: Someone booked the resources but no show.

  • Service:

    Permission: Service manager
    • Green: All the service staff booking setting are customized by service manager.

  • Visiting appointments:

    Permission: Visitor manager
    • Purple: Has visitor to come.

  • Holidays

    • Pink: That day is holidays.

Refresh​

You can click Refresh button to refresh the calendar.

Export​

You can click Export button to export the booking report of the resources.

Export booking report

Print calendar​

You can click Print calendar button to print the calendar by selected view.

Print calendar

Quota history​

You can click Quota history button to open the quota history dialog. For further information about quota history, please go to Quota history.

Quota history dialog

Usage Heat map​

You can click Heat map button to open the heat map dialog. The heat map dialog will show the usage of bookable resource in different time frames. The deeper the blue color, the higher the usage. It can be filtered by floor, type of resources, resources and time period.

Usage Heat Map dialog

Filter​

You can click Filter button to open filter menu. You can filter the resources by capacity, amenities and location.

Filter Menu

Visitor calendar does not have filter menu.

You can click Search button to search booking record. It will list all the matching record.

Search conditions

You can search booking via above conditions. The result will show like this:

Search result

You can click the record to see the information.

Views​

In top right side ↗️, you can click Views button to change the display format of the calendar.

  • Day view​

    In day view, the calendar will display the schedule of resources by day. The Calendar button will show by a period (start from sunday):

    Calendar shows by day view
     You can click Calendar button to open small calendar to change period. Also, you can click Arrow button to change period.

  • Month view​

    In month view, the calendar will display the schedule of resources by month. You can choice show or not show weekend. The Calendar button will show by month:

    Calendar shows by month view
     You can click Calendar button to open small calendar to change month. Also, you can click Arrow button to change month.

  • Week view​

    In week view, the calendar will display the schedule of resources by week. You can choice show or not show full day and weekend. The Calendar button will show by week:

    Calendar shows by week view
     You can click Calendar button to open small calendar to change week. Also, you can click Arrow button to change week.

  • Daily view​

    In daily view, the calendar will display the schedule of resources by day. You can choice show or not show full day. The Calendar button will show by day:

    Calendar shows by daily view
     You can click Calendar button to open small calendar to change day. Also, you can click Arrow button to change day.

Check booking detail​

You can click the booking which shows on the calendar to check the booking information.

Check booking detail

  • Edit: You can click this button to edit the booking.
  • Delete: You can click this button to delete the booking.
  • Check in: You can click this button to remote check in the resources.
  • Share: You can click this button share the booking via other app or email.
  • Download: You can click this button to download the .ics file of booking information.
  • Invite visitors: You can click this button to invite visitors.
Tip

After inviting attendees to join the meeting, they can reply whether to join. The system will show how many people accepted / tentative / declined / waiting response. However, this is for your reference only.

Booking history​

You can click "Information" to see more history information about the booking, such as the created time, booking start time, etc.

The booking history only keep for 90 days

Booking methods​

This section only includes Booking methods. This section DOES NOT include detail booking selection. Please refer to Resource Booking for more information about booking seclection.

In "Management calendar", you have two methods to book resources or invite visitors. You can click Booking button button or:

Action on calendar​

In month, week and daily view, you can click on particular date on the calendar to book room, hot desk or invite visitors. The pop up booking form is related to the current resources.

For detail of reserving room/hot desk, please refer to Resource Booking.

For detail of visitor invitation, please refer to Invite Visitor.

Out of service period​

In daily, weekly and monthly room view, you can direct click the room name to open information dialog. You can click the "Edit" button above "Details" to open the out of service period dialog of the room. You can set multiple out of service period to the room to stop accepting booking at those period.

Out of service period of the room

You can click "Add" button to create a out of service period.

Set out of service period

  • From: The start time of out of service period.
  • To: The end time of out of service period.
  • All day: This setting will set the period as all day.
  • Remarks: This remarks will show to user on the resources schedule.
  • Internal Remarks: This remarks will only show to manager on the management calendar.