Booking Calendar

Booking Calendar

The Booking Calendar in EquiBillBook's Restaurant Dashboard provides a time-based view of all table bookings, allowing you to visualize reservations, manage schedules, and plan operations effectively. This guide explains how to use the Booking Calendar feature.

Accessing Booking Calendar

To access the Booking Calendar:

1. Navigate to Restaurant → Restaurant Dashboard
2. Click on the Booking Calendar tab or section
3. Select your branch (if multi-branch enabled)

Calendar Views

The Booking Calendar offers multiple viewing options:

Day View

• Shows all bookings for a specific day
• Displays bookings in hourly or time slot format
• Ideal for detailed daily planning
• Shows table assignments and customer information

Week View

• Displays bookings for the entire week
• Shows weekly patterns and trends
• Useful for weekly planning and scheduling
• Highlights peak booking periods

Month View

• Provides an overview of bookings for the month
• Shows booking density and availability
• Useful for long-term planning
• Helps identify busy and slow periods

Booking Information Display

Each booking on the calendar shows:

• Customer Name: Name of the customer
• Table Number: Assigned table(s)
• Time Slot: Booking start and end time
• Status: Booking status (Pending, Confirmed, Completed, Cancelled)
• Party Size: Number of guests
• Special Requests: Any special requirements
• Contact Information: Customer contact details

Color Coding

Bookings are color-coded by status:

• Yellow/Orange: Pending bookings
• Green: Confirmed bookings
• Blue: Completed bookings
• Red: Cancelled bookings
• Gray: Past bookings

Creating Bookings from Calendar

To create a new booking from the calendar:

1. Click on an empty time slot on the calendar
2. Or click the New Booking button
3. Fill in booking details:
   • Customer information
   • Date and time
   • Table selection
   • Party size
   • Special requests
4. Click Save to create the booking

Editing Bookings

To edit an existing booking:

1. Click on the booking in the calendar
2. Select Edit from the options
3. Modify booking details as needed
4. Save changes

Managing Booking Status

Update booking status directly from the calendar:

• Confirm: Change pending bookings to confirmed
• Complete: Mark bookings as completed when customers leave
• Cancel: Cancel bookings if needed
• Reschedule: Move bookings to different time slots

Filtering Options

Filter bookings displayed on the calendar:

• By Status: Show only bookings with specific status
• By Table: View bookings for specific tables
• By Floor: Filter by restaurant floor
• By Table Type: Show bookings for specific table types
• By Date Range: Customize the date range displayed

Search Functionality

Use the search feature to find specific bookings:

• Search by customer name
• Search by table number
• Search by booking reference number
• Search by phone number

Recurring Bookings Display

The calendar shows recurring bookings:

• Recurring bookings are marked with a special indicator
• View all occurrences of a recurring booking
• Edit individual occurrences or the entire series
• Cancel recurring bookings if needed

Overlapping Bookings Detection

The calendar helps identify potential conflicts:

• Highlights overlapping bookings for the same table
• Warns when creating bookings that conflict with existing ones
• Shows double-bookings clearly
• Suggests alternative tables when conflicts occur

Export and Printing

Export or print calendar views:

• Export to PDF: Generate PDF of the calendar view
• Export to Excel: Export booking data to Excel
• Print Calendar: Print the calendar view for reference
• Share Calendar: Share calendar with staff members

Notifications and Reminders

The calendar can display notifications for:

• Upcoming bookings requiring confirmation
• Bookings starting soon
• Special requests or requirements
• Recurring bookings that need attention

Best Practices

• Review the calendar at the start of each day
• Confirm pending bookings in advance
• Check for potential conflicts before accepting new bookings
• Update booking status promptly when customers arrive or leave
• Use the month view to identify busy periods for staffing decisions
• Regularly review recurring bookings to ensure they're still valid

Tips for Efficiency

• Use keyboard shortcuts for navigation (if available)
• Bookmark common date ranges for quick access
• Set up filters for your most common views
• Enable notifications for important bookings
• Train staff on how to use the calendar effectively

Next Steps

After using the Booking Calendar, you can:

• Access Table Status View for real-time table availability
• Create KOTs from confirmed bookings
• Generate Booking Reports for analysis
• Review Restaurant Statistics for insights