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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.