The kanban view shows your bookings as cards on a board. Each column is a workflow state you define (for example, Checked in, Briefing, In progress, Debriefing). Drag a card between columns to update its state, click a card to open the full booking drawer, and use inline icons for quick actions like viewing attachments or collecting payment.
Getting started
Navigate to Bookings > Bookings from the sidebar, then click the columns icon in the view switcher (or go directly to /bookings/kanban).
Before anything shows, you need to define at least one workflow state. The view shows a panda empty-state illustration and a Create workflow states button until you do.
How it works
The board has two kinds of columns: Unassigned on the left, and one column per workflow state after that. Every booking shows as a card in exactly one column at a time. Bookings that haven't been assigned a state sit in Unassigned.
To move a booking through your process, drag its card from one column to another. The drop updates the workflow state immediately. Dragging to Unassigned clears the state.
Workflow states are defined from Gear > Workflow states. Each state has a name, optional description, color, and optional icon. They apply to every view in the Bookings hub (the list view, for instance, shows a workflow badge on each row), but the kanban view is the primary way to interact with them.
Board settings and per-group cards (public slots)
By default, a shared (public) booking slot with multiple groups in it shows as one card on the board, representing the slot as a whole. Board settings lets you change that to one card per group, so each group in a shared slot can move through the workflow independently.
Open Gear > Board settings, find the Public booking slot behavior section, and toggle Show each booking group as its own card.
| Setting state | What you see |
|---|---|
| Off (default) | One card per public slot. Switch between groups inside the booking drawer |
| On | One card per booking group, each tagged with its position in the slot (e.g., 1 of 3). Drag each group card independently |
Board settings is a per-location setting shared across every staff device, not a personal preference. Only admins, managers, or custom roles with the calendar settings permission can change it. Other staff see the board in whichever mode is set; they just can't change it.
The setting only affects the kanban board. The calendar and list views continue to show a shared slot's single overall workflow state. Private bookings and unbooked slots are unaffected.
Board settings also holds a Time slot behavior section with Show online booking cutoff on time slots. When it's on, available cards that customers can no longer book online show a label saying what customers see instead, such as "call to book only". The Cutoff display choice switches between Label only and Label and countdown, where the countdown starts two hours before a slot's cutoff. Unlike the per-group card setting, this one applies to every booking view, not just the board.
Reference
Toolbar
| Element | Purpose |
|---|---|
| Range selector | Day, Week, Rolling 30 days, or Custom range |
| Date navigation | Previous / Next day (or week), date picker, Today. Custom range shows a start and end date picker; Rolling 30 days has no date controls |
| View switcher | Switch to List, Calendar, or Resource calendar |
| Filter panel | Event multi-select, Status multi-select, show/hide all toggles |
| Gear menu | Booking slot settings, Workflow states, Board settings |
| Create dropdown | New booking |
| Cart button (right edge) | Shown while a cart has slots and the drawer is closed, with the slot count; reopens the cart |
Columns
| Column | Description |
|---|---|
| Unassigned | Bookings with no workflow state assigned. Always first. Counts at the top. Empty text: "Drag a booking here to unassign" |
| Workflow state column | One per defined state. Header shows color dot or icon, name, and booking count. Empty text: "Drag a booking here" |
Click any column header to collapse that column. Collapsed columns show only the chevron and expand on click.
Card contents
Each card is compact but dense. Top to bottom:
| Element | Shown when |
|---|---|
| Top actions row | Contains the icon buttons below |
| Attachments icon | The booking has attachments |
| Incomplete tasks icon | The booking has open subtasks |
| Customer alert icon | The customer has an active alert |
| Book now icon | Slot is unbooked and the viewer has permission. Clicking opens the create booking flow |
| In cart tag | The slot is in your cart, or an open slot is in a customer's open checkout on your booking site. On a per-group card it follows the shared slot |
| Group position tag | N of M label (e.g., "1 of 3"). Shown on per-group cards when Show each booking group as its own card is on for a public slot |
| Game image + event name | Always (image only if set) |
| Status/customer line | One of: "Available" / "Blocked" / "Call to book" / "Passed" (for expired) / custom status label / or customer name + group size for booked slots |
| Time | All day label, or multi-day "date range · start - end", or just "start - end" |
| Staff avatars | Shown when staff are assigned, with tooltips |
| Resource chips | Color-coded chips for each assigned resource (rooms, staff, equipment), up to a few visible with a +N overflow indicator. A small amber warning dot appears when the booking is missing a required resource. Each chip has a color dot, an optional lock icon if the assignment is locked, and the resource label. Click any chip to open the booking drawer with the Resources section expanded |
| Payment status badge | Paid (green) when fully paid, or Due (red, clickable) showing the outstanding amount. Shown for booked and completed slots with a non-custom status; completed bookings with a balance owed now correctly show Due instead of always appearing as paid |
| Tag dots | Small colored dots, one per tag on the booking, in each tag's library color. Hover to see the tag names; tags are applied in the booking drawer (see the Tags article) |
| Important note | Inline note text, shown if one is flagged as important |
Drag interactions
- Drag works on desktop (not on touch devices due to
isMobile ? 'false' : 'true'ondraggable) - Drag start highlights the source card
- Dragging over a column highlights the column as a valid drop target
- Drop on a workflow state column assigns that state to the booking
- Drop on the Unassigned column clears the booking's state
The booking drawer
Clicking a card slides the Booking drawer in from the right — the unified detail and edit surface shared across all four bookings views. The kanban board stays visible underneath. The drawer renders the same set of collapsible sections and sub-views regardless of where you opened it from, plus two kanban-only sections: Subtasks and Attachments. See the Booking drawer article for the full breakdown.
Step-by-step guide
Set up workflow states
- Open the gear menu in the toolbar
- Select Workflow states
- Click Add state
- Enter a Name (required, up to 100 characters)
- Optionally add a Description (up to 255 characters)
- Pick a Color from the swatches or the color picker
- Optionally pick an Icon from the icon grid (or leave none)
- Click Create
- Repeat for each column you want. Drag rows by the handle to reorder. Use the three-dot menu for Edit or Archive
Tip: Start simple with 3-4 states. Add more later as your process evolves.
Turn on per-group cards for public slots
When several groups share a public booking slot, you can split them into one card per group so each group moves through the workflow independently.
- Open the Gear menu in the toolbar
- Select Board settings
- In the Public booking slot behavior section, turn on Show each booking group as its own card
- Save
The board now renders one card per group on every public slot, each tagged with its position (e.g., 1 of 3). Drag each group's card independently, and click a card to open that specific group's booking — the Workflow state can be viewed and changed per group.
The toggle is per-location and requires admin / manager / calendar-settings permission to change. Turning it off restores the default one-card-per-slot view.
Move a booking between states
- Click and hold a booking card
- Drag it to the destination column (highlights in pink when you hover)
- Release to drop; the state updates immediately
- To unassign, drag the card into the Unassigned column
Drag is desktop-only; on mobile, open the card and set the state from the booking drawer.
Collapse a column
- Click any column header
- The column collapses to a narrow chevron tab
- Click the tab again to expand
Show a week or a longer range on the board
- Click Range in the toolbar
- Pick Week to see seven days (starting on the First day of the week set in your company group settings), Rolling 30 days for today and the next 29 days, or Custom range for up to 45 days
- Each card shows its date so bookings from different days are easy to tell apart
Longer ranges show booked slots only. A banner above the board says Showing only booked slots, and Switch to day view to see all slots returns to the Day range. The board remembers the range you picked.
Filter the board
- Use the filter panel in the toolbar to narrow what appears on the board:
- Events: show/hide specific events
- Status: show/hide specific booking statuses
- Use the show/hide all toggles in the filter panel for quick bulk changes
Open a booking for full details
Click anywhere on a card (outside the icon buttons) and the Booking drawer slides in from the right. The kanban board stays visible underneath, so you can move between cards without losing context. The kanban-only Subtasks and Attachments sections render in addition to the standard sections shared across all four views. See the Booking drawer article for the full breakdown.
Use the card icon buttons
- Attachments: opens the booking attachments view inside the drawer
- Incomplete tasks: opens the subtasks view in the drawer
- Customer alert: opens the customer alert detail
- Book now: creates a booking for an unbooked slot without leaving the kanban view
Check resource assignments from a card
- Look at the chip row near the bottom of each card. Each chip is one assigned resource (color, optional lock icon, label)
- An amber warning dot at the end of the row means the booking is missing a required resource; spot it at a glance to resolve the gap
- If there are more resources than fit on the card, you'll see a +N overflow chip
- Click any chip (or the overflow indicator, or the warning dot) to open the booking drawer scrolled to the Resources section, where you can add, remove, or lock assignments
Collect payment from a card
- For a booked slot with a balance, the Due button shows the outstanding amount in red
- Click the button
- The payment collection view opens in the drawer
- Enter amount, pick method, and confirm
Create a booking from the kanban view
- Click Create in the toolbar
- Select New booking
- Fill out the form and save
- The new booking appears in Unassigned unless you assign it a workflow state
Book several slots in one order
- Click an open slot card and click Add to cart at the top of the drawer
- Click each other open slot card you want. Each one becomes a line in the drawer's cart and its card shows an In cart tag. Clicking a group card on a shared slot adds the shared slot, so the customer joins as a new group
- Set the people on each line, fill in the customer and payment, and click Create bookings. One order is created with a booking for each slot, and the new bookings appear in Unassigned
See Booking drawer for every option.
Good to know
- On phones the toolbar stacks into three rows. The view switcher, a + button, and the gear menu sit on top, then the date controls, then the Range selector with a filter button that shows or hides the filter panel.
- The kanban view needs at least one workflow state. Without one, you'll see the empty state and a Create workflow states button.
- The Day range follows New day starts at. When your company group settings set a start time after midnight, the Day board shows the cards from that time to the same time the next morning, so a 12:30 AM booking sits on the evening before. Each card still shows the booking's real date.
- Workflow states and booking statuses are separate. Status (available, booked, completed, cancelled) reflects the booking's lifecycle. Workflow state (checked in, briefing, etc.) is your team's internal tracking. A booking can have both at the same time.
- Cards update in real time as teammates drag bookings or change details. You don't need to refresh.
- Archiving a workflow state removes its column from the board. Bookings that had that state return to Unassigned; their history is preserved in activity logs.
- The Book now icon on an unbooked card is a shortcut. It creates the booking without requiring you to open the drawer first.
- The workflow badge also appears on list view rows and above the card in the calendar view. You can change a workflow state from any of those views.
- Cutoff labels only appear on available cards. Booked, blocked, and all-day cards never show one, and a flagged card is still fully bookable by staff. See Booking slots for the minimum booking notice settings that drive the labels.
- On mobile, drag-and-drop is disabled (as a browser/touch limitation). Change a workflow state from the booking drawer instead.
- Per-group cards are a kanban-only setting. Calendar and list views continue to show a public slot's single overall workflow state. Private bookings and unbooked slots are unaffected by the toggle.
- Per-group cards are a per-location setting, shared across every staff device. It's not a personal preference; flipping it changes what everyone at that location sees on the board.
- Completed bookings with a balance now show Due. Previously, completed cards always appeared as paid even when money was still owed. They now display the actual outstanding amount.
- Waiver counts were removed from cards to reduce clutter. Waiver status is still visible from the booking drawer.
FAQ
Q: How do I create workflow states?
A: Open the gear menu and select Workflow states. Add, rename, reorder, recolor, and archive states from there. Changes apply immediately across every view.
Q: Can I use the kanban view without workflow states?
A: No. The board needs at least one state to show columns. The view shows a panda empty-state illustration until you create one.
Q: Does moving a card change the booking status?
A: No. Moving a card changes the workflow state, not the booking status (available, booked, cancelled). Status reflects the booking lifecycle; workflow state is your team's internal tracking tool.
Q: Can I use drag-and-drop on my phone?
A: Drag-and-drop is desktop-only. On mobile, tap the card to open the drawer and change the workflow state from there.
Q: What happens when I archive a workflow state?
A: The column disappears from the board. Bookings that had that state return to Unassigned. Historical assignments are preserved in the activity log.
Q: Why do some cards show attachments, alert, or task icons?
A: Those icons appear when the booking has attachments, an active customer alert, or open subtasks. Click the icon to jump directly to the relevant section of the booking drawer.
Q: How do I show each group in a public slot as its own card?
A: Open the Gear menu, pick Board settings, and turn on Show each booking group as its own card under Public booking slot behavior. Each group then appears as a separate card tagged "N of M" and can be moved between workflow columns independently. The setting is per-location; only admins, managers, and custom roles with the calendar settings permission can change it.
Q: Does the per-group card setting affect the calendar or list view?
A: No. It's kanban-only. The calendar and list views continue to show a public slot as a single entry with its overall workflow state. To manage groups individually in those views, open the booking and switch between group tabs.