The resource calendar shows your day organized by resources rather than by event. Each column is a resource (a room, a staff member, a piece of equipment) and each row is a time block. This view is the best choice when you share spaces across events or assign staff across sessions.
Getting started
Navigate to Bookings > Bookings from the sidebar, then click the people icon in the view switcher (or go directly to /bookings/resource-calendar).
The resource calendar is labeled (Beta) in the view switcher. It requires resources to be configured in your event setup.
How it works
Columns are resources. Rows are time, running top-to-bottom. Each resource column header shows the resource name, its category (with a colored badge), any special-behavior icons (autoblock, autounblock, saturate-on-first-assignment), its configured time range, and a coverage bar representing how much of the day is booked.
A dedicated Unassigned column at the right shows bookings that need a resource assigned. Drag bookings between columns to change assignments or to resolve unassigned slots.
Clicking a booking opens the booking drawer in a side panel with full details, the resources section, notes, activity log, and every booking action.
Reference
Toolbar
| Element | Purpose |
|---|---|
| Range selector | Day, Week, or Month |
| Date navigation | Previous day, Next day, Today button, date picker (previous and next week or month in those ranges) |
| View switcher | Switch to List, Calendar, or Kanban |
| Filter columns button | Opens a popover titled Visible resources with Show all, Hide all, Reset order actions, drag handles to reorder, and a checkbox per resource |
| Gear icon dropdown | Bulk actions, Calendar settings, Booking slot settings, Workflow states |
| Create button | Dropdown with New booking and New resource slot |
| Cart button (right edge) | Shown while a cart has slots and the drawer is closed, with the slot count; reopens the cart |
On phones, the toolbar stacks into three rows. The first row holds the view switcher, a + button (New booking and New resource slot), and the gear menu. The second row holds the date arrows, the date, and Today. The third row holds the Range selector and a filter button that opens the Visible resources panel (Show all, Hide all, Reset order, and a checkbox per resource); a badge on the button counts hidden resources.
Resource column header
| Element | Description |
|---|---|
| Resource name | Display name of the resource |
| Unassigned count | How many bookings on this date still need a resource |
| Category badge | Colored pill showing the resource's category |
| Auto call to book icon | Phone icon; shown when the resource is set to auto-flag unbooked slots as "Call to book" |
| Auto block icon | Lock icon; shown when the resource is set to auto-block unbooked slots |
| Auto-unblock icon | Unlocked icon; shown when the resource is set to auto-unblock previously blocked slots |
| Saturate icon | Shown when the resource is set to lock after first assignment (OTC-2177) |
| Edit button | Opens the resource slots edit view |
| Time range | The resource's configured operating window for the day |
| Coverage bar | Filled percentage showing occupancy; helpful for spotting under- and over-booked resources |
Booking interactions
Clicking a booking card opens the booking drawer in a side panel for full details and actions. The card itself has a few inline shortcuts:
| Element on card | What it does |
|---|---|
| Card body click | Opens the booking drawer to the detail view |
| Notes icon (when the booking has notes) | Opens the booking drawer scrolled to the Notes section |
| Customer alert icon (when the customer has alerts) | Opens the booking drawer scrolled to the detail section so you can review the alert |
| Book now icon (unbooked slots only) | Opens the booking drawer to the Create booking view |
| Tag dots (tagged bookings) | Small colored dots beside the workflow badge, one per tag in its library color. Hover to see the tag names; tags are applied in the booking drawer (see the Tags article) |
| Three-dot icon | Opens an inline action popover with quick actions like edit, cancel, or delete (the same actions are also available inside the drawer) |
Where each action lives
Most booking and resource actions happen inside the booking drawer or the resource slot drawer. Here's how to reach the common ones:
| To do this | Where to start |
|---|---|
| Open a booking | Click the booking card |
| Edit a booking, change pricing, collect payment, cancel | Booking drawer (opens on click) |
| View/edit booking notes | Booking drawer > Notes |
| View activity log | Booking drawer > Activity log |
| Manage resources on a booking | Booking drawer > Resources |
| Edit a resource slot's timing, identity, capacity, or blocking rules | Click the resource column header (or open from a booking via Resources > Edit resource slot) |
| Assign multiple unassigned bookings to a resource | Drag from the Unassigned column, or use Bulk actions from the gear menu |
| Apply a bulk change across many slots | Gear menu > Bulk actions |
| Configure default status colors, custom statuses, internal booking fields | Gear menu > Booking slot settings |
| Manage workflow states for the kanban view | Gear menu > Workflow states |
| Adjust calendar display preferences | Gear menu > Calendar settings |
| Create a new booking, resource slot, or time slot | Create button in the toolbar |
The booking drawer
Clicking a booking card slides the Booking drawer in from the right of the resource calendar — the unified detail and edit surface shared across all four bookings views. The drawer renders the same set of collapsible sections and sub-views regardless of where you opened it from. See the Booking drawer article for the full breakdown.
Step-by-step guide
Navigate dates
- Use the Previous and Next arrows in the toolbar to move one day at a time (a week or a month at a time in the Week and Month ranges)
- Click the Today chip to jump back to the current date (only appears when not on today)
- Click the date in the toolbar to open a date picker
View a week
- Click Range in the toolbar and pick Week
- Each resource is a row and each day is a column. The week starts on the First day of the week set in your company group settings
- Each cell shows that resource's hours for the day with the same icons, Edit button, and coverage bar as the day view's column header, then the bookings assigned to it that day
- Bookings with no resource sit in the Unassigned row at the bottom
- Click a booking card to open the booking drawer
On phones the week shows as a list, one row per day. Each day lists the resources scheduled that day (name, hours, and coverage bar) with their bookings underneath, then Unassigned bookings.
View a month
- Click Range in the toolbar and pick Month
- Each day lists the resources scheduled that day, each with a coverage bar showing how much of its time is booked
- A N unassigned pill appears when booked slots that day have no resource. Click it to list them, then click one to open the booking drawer
- When more resources are scheduled than fit, click N more to see all of them. Click a resource to edit it (requires the Update resource slots permission)
On phones each day shows dots instead: a teal dot per resource and an orange dot first when bookings have no resource. Tap the dots to see the day's resources and unassigned bookings.
The Week and Month ranges show booked slots only. A banner above the view says Showing only booked slots, and Switch to day view to see all slots returns to the day view. Coverage is calculated per day, so a resource slot that spans several days shows each day's own bookings.
Choose and reorder resources
- Click the Visible resources button in the toolbar
- Use checkboxes to show or hide individual resources
- Drag the handle on any row to reorder columns
- Use Show all, Hide all, or Reset order for quick adjustments
Your selection and order persist.
Create a booking or resource slot
- Click the Create dropdown
- Select New booking to create a reservation that automatically assigns a resource
- Or select New resource slot to manually block out a resource for a specific time window
- Fill in the form and save
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
- 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
This view only shows open slots that are assigned to a resource or carry a waiver, so use the Calendar or List view to pick other open slots; the cart is shared across views. See Booking drawer for every option.
Assign a booking to a resource
- Drag an unassigned booking card from the Unassigned column onto the target resource column
- The booking snaps to the resource and the assignment saves
- To change an existing assignment, drag the card from its current resource to a different one
Act on a booking
Click a booking card and the booking drawer slides in from the right. The resource grid stays visible underneath, so you can move between bookings without losing context. The drawer organizes everything about the booking into one scroll: slot details, tags, customer, tickets, transaction summary, payments, custom fields, waivers, notes, staff, subtasks, attachments, event details, slot pricing, resources, and activity log. Inline status and workflow-state badges in Slot details save on change.
Larger flows (Edit pricing, Edit tickets, Reschedule, Cancel, Collect payment, Edit customer) open as their own sub-views inside the same drawer with a back arrow that returns to the booking detail. See The booking drawer in the Reference section below for the full surface map.
For unbooked slots, the drawer opens to the Create booking view when you click Book now on the card, or click Book or Add to cart at the top of the drawer. For quick edit / cancel / delete actions without opening the full drawer, click the three-dot icon on the booking card to open an inline action popover.
Edit a resource
- Click the Edit button in the resource column header (or on mobile, the edit icon near the resource name)
- Update the resource's time range, status, or notes in the modal
- Save
Bulk assign resources
- Open the gear menu and use Bulk actions, or use the Quick assign modal triggered from the card's three-dot icon
- Select the target resource and the bookings to assign
- Confirm
View activity logs
- Open the booking drawer (click the card) and select Activity log in the drawer to see changes on the booking
- Right-click a resource column header (or use its three-dot menu) to open the Resource activity log for changes to that resource
Adjust calendar display preferences and behavior
Open the gear menu and pick Calendar settings. The settings open as a side drawer with three sections, each tagged with a Personal or Venue-wide pill.
Column and layout (Personal)
| Field | Notes |
|---|---|
| Slot height (20-200 pixels) | Numeric input. Increase to fit more booking info in each slot |
| Default column sort order | Dropdown (resource calendar only): Alphabetical, Earliest start time, or Latest start time |
Time slot behavior (Personal)
| Field | Notes |
|---|---|
| Show schedule name on time slot | Toggle. When on, slots show the schedule name that generated them |
| Hide blocked slots that overlap a booking | Toggle (off by default). When on, blocked and call to book slots whose time overlaps a booked slot for the same event are left off the resource calendar |
Calendar behavior (Venue-wide, gated by Configure calendar settings permission)
| Field | Notes |
|---|---|
| Allow drag and drop on desktop | On by default. Toggle off to disable drag for everyone at the venue regardless of role |
| Allow drag and drop on mobile | Off by default. Mobile drags are easy to trigger by accident |
| Snap interval | Segmented toggle: 5 min or 15 min. Only shown when at least one drag toggle is on |
| Always confirm before moving a slot | When on, every drag or resize prompts for confirmation. When off, only booked slots prompt. Only shown when at least one drag toggle is on |
Click Save in the drawer footer. Personal settings save to your profile; the Calendar behavior block saves to the group and applies immediately to everyone. Every venue-wide change is recorded in the activity log with a before-and-after view.
The minimum-column-width fields that appear on the calendar view aren't part of this drawer when opened from the resource calendar — column widths on the resource calendar are driven by content and the Default column sort order instead.
Cancel a booking
- Click the booking card to open the booking drawer (or use the three-dot icon on the card and select cancel)
- Use the cancel action in the drawer
- In the cancel modal, pick the status to leave the freed time slot in (Available, Blocked, Call to book)
- If waivers are attached, choose Keep waivers on file or Delete waivers
- Confirm
For bookings that are part of a public booking shared with other groups, the cancel modal title becomes "Partially cancel booking" and cancellation affects only the selected group.
Review the transaction summary inside the drawer
Click a booked slot to open the booking drawer and scroll to the Transaction summary section. It shows every line item on the order (the booking, sibling bookings on the same transaction, merchandise add-ons, gift cards), plus subtotal / taxes / fees / discount / tips. Inline Add tip and Add promo code controls let you adjust the order without leaving the drawer. The Payments section directly below shows every recorded payment with status and refund history. Click Collect payment to open the payment-collection sub-view.
Work from a mobile device
On phones, the toolbar stacks into three rows (see Toolbar above), and the round + button in the bottom corner starts a new booking. In the Day range the resource calendar shows one resource column at a time:
- Use the Previous / Next resource buttons above the grid to switch between resources
- Tap any of the dot indicators (up to 10) for direct access; the +N indicator shows how many more resources are hidden
- Tap the coverage bar at the top to jump to a time
Good to know
- Week and Month show booked slots only. Available and blocked slots appear in the Day range. The resource calendar remembers the range you picked.
- The Day range follows New day starts at. When your company group settings set a start time after midnight, the Day grid runs from that time to the same time the next morning, and the hour labels wrap past midnight (11 PM, 12 AM, 1 AM). A resource slot that runs across midnight shows as one block. Dragging to create a slot in the hours after midnight opens the drawer dated the next day.
- The resource calendar requires resources to be configured in your event setup. If you don't use resource allocation, the calendar view is probably a better fit.
- Available slots can show an online booking cutoff label. Turn on Show online booking cutoff on time slots under Gear > Calendar settings > Time slot behavior and slots that customers can no longer book online show a label such as "call to book only". The setting is venue-wide and applies to every booking view. See Booking slots for the per-slot minimum booking notice settings that drive it.
- Autoblock automatically marks unbooked time as blocked for that resource, based on rules you configure on the resource.
- Blocked slots around a booking can be hidden. Turn on Hide blocked slots that overlap a booking under Gear > Calendar settings > Time slot behavior and blocked or call to book slots whose time overlaps a booked slot for the same event are left off the resource calendar. The setting is personal and is stored separately from the same setting on the calendar view.
- Auto-unblock automatically reopens blocked time whenever bookings change and capacity is available, including slots marked Blocked by hand. Closed-period schedules override this (slots inside an active closed period stay blocked), and slots with a custom status are never reopened.
- Saturate on first assignment locks the resource after one booking so no further bookings are accepted for the same time window.
- Coverage bars help you spot resources that are over- or under-used. A resource at 100% all day may need duplication; a resource at 10% may be a candidate for removal.
- Drag-and-drop assignment updates in real time. Your teammates see the change immediately without refreshing. Dragging a slot to reschedule it saves reliably with an on-screen confirmation.
- The beta label reflects that additional improvements are planned, not that the view is incomplete.
FAQ
Q: Can I see which resources are scheduled across a week or a month?
A: Yes. Pick Week or Month from the Range selector. Week shows each resource's hours, coverage, and bookings per day. Month shows the resources scheduled each day with a coverage bar and flags bookings that have no resource.
Q: What is the difference between the calendar view and the resource calendar?
A: The calendar view organizes columns by event. The resource calendar organizes columns by resource. Use the calendar view to see your event schedule; use the resource calendar to see how your physical spaces and staff are allocated.
Q: Why do I not see any columns?
A: The resource calendar requires resources to be set up. Configure resource categories and assign them to events in your event setup under the Bookings and resources tab.
Q: How do I unassign a booking from a resource?
A: Drag the booking card back to the Unassigned column. The assignment is removed but the booking itself is preserved.
Q: What does the saturate icon on a resource column mean?
A: The resource is configured to lock after its first booking. Once a booking is assigned, the resource accepts no further bookings for overlapping time windows.
Q: Can I view or edit a booking's transaction from here?
A: Yes. Click a booked slot, open the booking drawer, and use the transaction section. A dedicated transaction drawer slides in with payment history, refunds, and invoice options.