The Calendar is where you can view and manage all work scheduled in your workshop. It helps you plan your day or week, allocate work to technicians, and easily move bookings to different times or days. This article covers how the Calendar works and how to use the Daily and Weekly Views to stay organised.
The Online Booking Scheduler is only visible in the side menu if this addon is activated in Settings. It will also not display for users assigned to the Basic User role. Read More in the How to Set up Online Bookings article.
Daily and Weekly Views
The Calendar has two viewing modes designed to help you understand your workload at a glance. You can switch between Daily and Weekly using the buttons at the top right of the screen.
What You Can Do in the Daily and Weekly Views
The Daily and Weekly Views share several features that help you work efficiently:
View your schedule at a glance by switching between day‑level and week‑level layouts.
Drag bookings to different times or days to update your schedule.
Open a job by clicking a job number to view or edit its details.
Hover over the key icon on a booking to quickly view the job’s drop‑off and pickup times.
🟢 Job Status Ribbons
Job tiles in both Calendar views include a small coloured ribbon in the bottom left corner. These ribbons help you recognise progress at a glance once work has begun or the customer has arrived.
The ribbon colours are:
Light blue for Arrived
Orange for In Progress
Green for Completed
Dark Blue for Invoiced
Jobs in the Booked stage do not display a ribbon.
Daily View
The Daily View shows all jobs for the selected day in individual columns for each technician.
Technician Columns
Each technician has their own column. You can drag and drop jobs between technicians or adjust the job’s timing within a column. Unallocated jobs appear in a dedicated column on the left, and you can drag these into any technician’s schedule. Daily notes appear above the Add Booking button in the Unallocated Jobs column.
Adjusting Bookings
You can move a job to a different time or resize the booking by dragging the top or bottom edge of the tile.
Adding a Booking or Leave
Right‑click on any time slot to add a New Booking or add New Leave:
📖 Read more on how to add staff leave here: Adding Staff Leave to the Calendar
Time Window Guidance
Hover your mouse over the key icon to view booking and pickup times. The key icon turns red if the job is placed outside its valid time window:
Status Ribbons in the Daily View
Job tiles in the Daily View display the same coloured status ribbons described earlier.
Weekly View
The Weekly View shows all jobs for the selected week, separated into individual columns for each day of the week. This layout makes it easy to plan your workload across multiple days and understand overall capacity.
Daily Capacity
At the top of each day’s column you will see:
the date
the number of technicians available
a capacity bar showing how much of the day is booked
Below the bar, the % booked value and the total hours available for the day are displayed. These indicators help you quickly assess how busy each day is.
Daily Notes
Below the capacity details is the Daily Notes area.
If no note exists, it shows “Click to add notes”.
If a note has been added, a preview appears here.
Clicking the note area opens a window where you can enter or edit a note, and hovering your mouse over the preview displays a detailed pop‑up showing the full note.
Bookings
Bookings appear beneath the notes in time‑slot order. Each booking tile displays:
the job number
any job tags
the customer name
vehicle details such as registration and make or model
You can drag and drop bookings between days to reorganise the week.
Assigning Technicians
In the top right corner of each booking tile is an icon showing the initials of the technician assigned to the job. Clicking this icon allows you to reassign the job to another technician.
Status Ribbons in the Weekly View
Job tiles in the Weekly View also display the coloured status ribbons described earlier, helping you quickly recognise job progress across the week.