See your entire day at a glance with the Resource Calendar View. This powerful scheduling tool shows all your bookings organized by resource, whether that's your escape rooms, staff members, or equipment.
What you can do with the resource calendar
The Resource Calendar View helps you:
- See everything happening today: view all bookings across all your resources in a single screen
- Avoid double-bookings: instantly spot scheduling conflicts before they become problems
- Manage staff assignments: see who's working which games and reassign with a few clicks
- Create bookings quickly: click any open time slot to start a new booking
- Track booking status: color-coded cards show you payment status, waiver completion, and more at a glance
- Work from anywhere: fully responsive design works on your phone, tablet, or desktop
Getting started
Finding the resource calendar
Go to Bookings in your main menu. You can the switch between three different calendar views:
| View | Best for |
|---|---|
| List view | Seeing bookings in a simple list format |
| Event calendar | Monthly or weekly overview |
| Resource calendar | Daily scheduling across multiple resources |
Understanding the layout
The Resource Calendar displays your day as a timeline grid:
- Columns represent your resources (rooms, staff, equipment)
- Rows represent time slots throughout the day
- Colored cards show your bookings positioned at their scheduled times
- A red line marks the current time so you always know where you are in the day
On mobile devices, resources appear as swipeable cards instead of columns. Swipe left or right to move between resources.
Navigating the calendar
Changing the date
Use these controls to move between days:
- Previous/Next arrows — Jump one day backward or forward
- Date picker — Click the date to open a calendar and select any date
- Today button — Instantly return to the current day
Adjusting your view
Open Calendar settings to customize how the calendar looks:
| Setting | What it does |
|---|---|
| Slot height | Make time slots taller or shorter (20-200 pixels) for better readability |
| Show schedule name | Display which schedule template each booking belongs to |
Your settings are saved automatically and remembered for each location.
Working with resources
Resources are the columns in your calendar. They can represent anything you need to schedule—escape rooms, game masters, special equipment, or private event spaces.
Showing and hiding resources
You might not need to see every resource all the time. Here's how to control what appears:
- Click the Filter button in the toolbar
- Check or uncheck resources to show or hide them
- Use Show all or Hide all for quick changes
This is especially helpful when you have many resources but only need to focus on a few.
Reordering resources
Drag and drop resource column headers to arrange them in the order that makes sense for your workflow. Put your most-used resources on the left where they're easiest to see.
Understanding resource categories
Resources are organized into categories, each with its own color label. This helps you quickly distinguish between:
- Escape rooms
- Staff members
- Equipment
- Event spaces
- Any other categories you've created
Working with resource slots
- Click the Create button in the toolbar
- Select New resource slot
- Choose the resource, date, and time range
- Set the availability behavior (see below)
- Click Save
| Setting | What it does |
|---|---|
| Auto-block | Automatically marks bookings as blocked or call to book if there is no sufficient resource coverage |
| Auto-unblock | Automatically marks bookings as available when resource coverage is detected |
| Resource name | You can either give a resource a label or associate it to one of your staff |
| Priority level | Determines which resource gets assigned first when multiple are available |
| Add resource to category | Associates a specific category to a resource |
| Concurrent events | Number of events this resource can support at the same time |
Reading booking cards
Each booking appears as a card on the calendar. Here's what the information means:
What you'll see on each card
- Event name: which room or activity is booked
- Customer name: who made the booking
- Group size: how many people are coming
- Time range: when the booking starts and ends
- Payment status: whether it's paid or how much is still due
- Waiver status: whether all participants have signed waivers
Special indicators
Look for these icons that alert you to important information:
| Indicator | What it means |
|---|---|
| Notes icon | There are internal notes attached to this booking |
| Alert icon | This customer has special alerts you should know about |
| Schedule label | Shows which schedule template this slot comes from |
Status colors
Booking cards are color-coded so you can understand their status at a glance:
| Color | Status | What it means |
|---|---|---|
| Green | Available | Open slot ready for booking |
| Blue | Booked | Customer has reserved this time |
| Gray | Completed | Game has finished |
| Red | Blocked | Slot is unavailable for booking |
| Orange | Call to book | Customers must call to reserve this slot |
| Faded | Expired | The time has passed |
You can also create custom booking statuses if you want more control over how you track and organize your time slots. You can read more about custom booking slot statuses here.
Creating bookings
Method 1: Click an empty time slot
- Find an open time on the calendar
- Click the empty slot
- A menu appears—select Create new booking slot
- Fill in the booking details in the form that opens
Method 2: Use the create button
- Click the Create button in the toolbar
- Select New booking from the dropdown
- Choose the game, time, and resource in the form
Managing existing bookings
Viewing booking details
Click any booking card to open a quick-view panel showing:
- Event details
- Group size and tickets purchased
Available actions
Click the Actions menu on any booking to:
| Action | What it does |
|---|---|
| Edit booking | Change times, customer details, or other booking information |
| View/edit notes | Add or read internal notes about this booking |
| Assign to resource | Move this booking to a different staff member or room |
| View transaction | See the full payment and purchase history |
| Cancel booking | Cancel the booking with options for refunds |
| Delete time slot | Remove the slot entirely from the calendar |
| View activity log | See a complete history of changes to this booking |
Opening the transaction drawer
Click any booking and select View transaction to open the transaction drawer. This side panel shows:
- Complete payment history
- Amount paid vs. amount due
- Individual payment records
- Refund history
Adding a payment
From the transaction drawer:
- Click Add payment
- Enter the payment amount
- Select the payment method
- Confirm the payment
Processing refunds
From the transaction drawer:
- Click Process refund
- Enter the refund amount
- Select the refund reason
- Confirm the refund
Using the cart
The cart lets you build up multiple bookings before processing payments.
Adding to cart
- Create a booking as normal
- Instead of processing payment immediately, click Add to cart
- A badge on the cart icon shows how many items are waiting
Viewing and completing the cart
- Click the Cart icon in the toolbar
- Review all pending bookings
- Process payment for everything at once
Tips and best practices
Start your day right
- Open the Resource Calendar first thing each morning
- Check the current time line to see what's coming up
- Look for any bookings without waivers completed
- Review any customer alerts before guests arrive
Keep things organized
- Hide resources you don't need. Reduce clutter by showing only relevant resources
- Put frequently-used resources first. Drag your busiest rooms to the left
- Adjust slot height for your schedule. Increase height if you have many back-to-back bookings
Use notes effectively
Add internal notes to bookings for information your team needs:
- Special requests from customers
- Birthday celebrations or group events
- Accessibility requirements
- VIP customers
Notes are only visible to your team, never to customers.
Stay on top of payments
The payment status on each card helps you:
- Identify bookings that need payment before arrival
- Spot any overdue balances
- Track which bookings are fully paid
Review the activity log when needed
If you're ever unsure what happened with a booking, check the activity log. It shows:
- When the booking was created
- Every change made and by whom
- Payment and refund history
- Staff assignments