Booking calendar

The booking calendar is the one-stop view of who's in, who's coming, and which rooms can't take a guest right now. It shows every room across the window you pick, with each day colored to match what's happening:

• White — Vacant. Click to start a new advance booking with the date pre-filled.
• Amber — Reserved. An advance booking covers that room/date.
• Indigo — Occupied. An in-house guest has the room. A guest checked in from an advance booking shows through the day they are booked to leave, so those nights can't be sold to someone else.
• Slate hatched — Out of service (OutOfUse, Maintenance, or Renovation).

Two overlay icons may appear on the room name:

• 🧹 Needs cleaning — SpaceStatus = CleanUp. Doesn't block bookings; it's a heads-up for housekeeping.
• ⏰ Late checkout — SpaceStatus = LateCheckout. Same — room is technically free, but housekeeping/front desk should know.

Before you start

• You need Booking Management access.
• For the calendar to reflect today's bookings, those bookings have to live in Advance Bookings (not as text in someone's notebook).
• The category-header row at the top of each room group shows occupancy vs capacity (e.g. 5/12). When a category fills, the cell turns red.

Steps

1. Open Front Office → Booking Calendar.
2. Pick a window size: 7, 14 (default), 30, or 60 days. The calendar opens with today about a third of the way in from the left, so you see the last few nights and, in most of the width, the arrivals ahead. The days stretch to fill the width of your screen.
3. Use the < / > arrows to move the window back or forward by its own length. Today brings today back to that spot. Pick a date in the date box to put that date there instead.
   • At 30 or 60 days the calendar is wider than the screen; it scrolls sideways by itself so that date is a third of the way across the view.
4. Click a cell to drill in:
   • Vacant → opens New Advance Booking with the room + date prefilled.
   • Reserved → opens the Advance Bookings list to find that booking.
   • Occupied → opens that guest's folio.
   • Out of service → no navigation. Hover the cell for the reason.

Tips

• The calendar reads live data — no need to refresh after creating a booking; the next render picks it up.
• Category-only advance bookings (no specific room) count toward category capacity but don't pin to a room row, so the category header may show occupancy higher than the visible room bars.
• Hover any cell for a short summary: state + guest name + housekeeping flag.
• Drag-to-book: press on a free (white) day of a room and drag across the following free days. New Advance Booking opens with the room, the first night and the number of nights filled in; pick the guest and continue.
• Drag-to-extend: grab the right edge of an Occupied band (the cursor changes to col-resize) and drag right. A green dashed overlay shows the new range. Release to open the Extend Stay dialog: it shows the stay's current end and proposes the date you dragged to — confirm or cancel from there.
• Change room (mid-stay transfer): right-click an Occupied band → Change room… opens the move dialog. The server closes the former line, opens a new one on the target room from "now", and writes a RoomChangeAudit row.
• Walk-in fast path: right-click a Vacant cell on today → Walk-in (check in now)… opens the Check-In wizard with the room pre-filled and New Guest pre-selected. Same wizard as the Room Status Board's check-in flow — full feature surface still available.

Common problems

• A room shows occupied but the guest checked out hours ago → the guest's InvoiceDetailSpace.CheckedOut flag may not be set. Open the folio and complete checkout properly.
• A vacant cell shows red on the category header → category-only bookings counted that day. Look at the room rows for the specific pinned bookings + the category-only ones.
• An advance booking I created isn't showing up → confirm its BookingStatus is still Not Checked In (cancelled bookings are hidden) and its date range overlaps the visible window.
• Cells flicker / load slowly on big tenants → the API computes occupancy live every request. Narrow the window or split the day range if a 60-day view is too slow.