Reservations Calendar

The Reservations Calendar is the central hub for managing all your bookings, assets, and availability. Whether you're handling walk-in customers, planning events, or managing facility maintenance, this visual calendar interface provides the tools you need to maximize your bookable resources efficiently.

Key Benefits: Visual booking management lets you see availability at a glance across all your assets through sophisticated colour-coded indicators. Multi-view flexibility enables seamless switching between daily operations and strategic planning modes with optimized layouts for each use case. Interactive selection tools provide precise time and asset control through advanced pointer, paint, erase, and rectangle selection modes.

Permissions

To use the Reservations Calendar, user accounts require specific permissions for creating and modifying bookings. For detailed permission requirements and setup instructions, visit the Calendar Permissions page.

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Quick Start

First Time?

New to the Reservations Calendar? Start by selecting your site, choosing a few asset classes from the left sidebar, and clicking on any available time slot to create your first booking.

Interface at a Glance

Main Areas include the Calendar Grid with visual time slots showing real-time availability and existing bookings, Asset Classes in the left sidebar for selecting which resources to display with search and filtering capabilities, Selection Tools in the toolbar for choosing time slots with advanced interaction modes, and the Booking Cart showing active booking products with persistent state management.

Header Controls provide essential navigation through the Site selector for switching between different locations, Date navigation for moving between days, weeks, or months, View options for choosing between 1-day, 3-day, or week views with intelligent defaults, and Settings for customizing your calendar preferences with persistent storage.

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Core Features

Calendar Views

Choose the right view for your task:

The calendar offers three time perspectives (1 Day, 3 Days, Week) and two layout modes (Vertical, Horizontal) to optimize your workflow. Each view has specific technical characteristics and performance optimizations.

For comprehensive details about view options, layouts, visual indicators, and technical specifications, visit the Calendar Views page.

Asset Management

Control which resources appear on your calendar using the left sidebar. Each asset class (like Bowling Lanes or Meeting Rooms) can be expanded to show individual assets with real-time availability.

Quick Actions:

• Search assets - Type to find specific resources quickly
• Toggle categories - Show/hide entire asset classes with one click
• Expand details - Click categories to see individual assets

Performance Tip

For better performance, only display the asset classes you're actively managing. You can always check others later by toggling them on.

Interactive Booking Tools

Different tools for different booking scenarios:

Selection Tools provide sophisticated interaction modes through Select mode (🖱️) for clicking individual time slots with precise cell-level selection, Paint mode (🖌️) for dragging across time slots with continuous selection tracking, Rectangle mode (⬜) for selecting blocks across multiple time slots and assets simultaneously, and Erase mode (🧹) for removing incorrect selections with targeted deselection capabilities.

Selected time slots appear highlighted on the calendar and are loaded into the booking editor when opened. Use Clear All (or press Escape) to start over if needed.

Pro Tip

Use the Rectangle tool for events that need multiple assets at the same time. It's perfect for parties, tournaments, or corporate events.

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Booking Management

Creating New Bookings

The booking process is designed to be fast and intuitive:

Quick Booking

For walk-ins: Open booking editor → Choose product → Select time slot → Save. The entire process takes less than 30 seconds.

The calendar supports three booking types through an intelligent modal system: Product Bookings, Event Bookings, and Asset Blocking. The booking process uses advanced selection tools with real-time validation and sophisticated state management.

For detailed information about the booking editor interface, tab system, workflows, and technical features, visit the Booking Editor page.

Your booking immediately appears on the calendar for all staff to see.

Managing Your Cart

Booking Products appear in the cart when you select time slots, showing what you're about to book:

Cart Actions provide comprehensive booking management through Edit functionality to modify booking details without losing your selection state, Remove capability to delete individual items from the cart with automatic state updates, Close Booking to close the currently viewed booking with proper cleanup, and Open in EPOS to launch payment processing with seamless data transfer and session management.

Cart Persistence

Your cart selections persist while you navigate the calendar, so you can make additional selections before finalizing your booking.

Understanding Your Calendar

The calendar uses colour coding to show availability at a glance:

Colour Legend

🟢 Green - Available time slots
🟠 Orange - Partially booked
🔴 Red - Fully booked or blocked

Viewing Booking Details is accomplished by clicking any booking to see a comprehensive summary with customer information, product details, and available actions. The booking summary modal displays configurable fields through the Booking Summary Configuration, allowing you to customize exactly what information appears for opportunity-connected bookings. From this interface you can edit the booking (with proper permissions), view complete details, open in EPOS for payments or changes with seamless integration, or delete blocks with proper authorization and logging.

Extended Booking Indicators clamp bookings that stretch beyond the site's configured schedule end time to the visible boundary while showing a subtle arrow-to-bracket icon that signals continuation. Vertical layouts render the marker at the bottom center of the booking, horizontal layouts show it at the right center, and assets that would start after the schedule end are hidden.

Multiple Bookings

When multiple bookings overlap in the same time slot, clicking will show a selection modal with all available bookings.

Time Management

Stay Oriented through advanced time management features including a current time indicator displayed as a blue line that shows exactly where you are in the day with pixel-perfect positioning, timezone awareness that automatically displays times in your site's local timezone, and smart navigation through the date picker, with optimized rendering and caching for smooth transitions.

Capacity Planning

Use the visual indicators to optimize your facility usage:

Identify Patterns through intelligent visual analysis where green clusters indicate available windows perfect for walk-ins with real-time availability calculation, orange zones show partial availability ideal for smaller groups with dynamic capacity monitoring, and red blocks represent peak periods requiring strategic staffing planning based on historical data analysis.

Optimize Revenue by spotting underutilized time slots through pattern recognition, identifying opportunities for package deals based on availability clustering, and planning maintenance during low-demand periods using historical booking patterns.

Complex Booking Scenarios

Multiple Bookings in One Slot are handled through an intelligent selection modal that appears when multiple bookings have assets within a 15-minute time window. This system provides clear options for managing busy periods with multiple concurrent activities.

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Settings and Customization

Customize your calendar experience through the settings icon ⚙️ in the header:

Essential Settings

Time Configuration provides precise control through granularity settings to choose 15, 30, or 60-minute time slot highlighting with dynamic grid regeneration, operating hours configuration to set your calendar's start and end times with timezone-aware calculations, and default view preferences to save your preferred layout and time span with persistent storage.

Asset Display optimization includes default asset class selection to choose which resources appear when you load the calendar with intelligent filtering, and performance limits to control how many assets display simultaneously with automatic throttling and caching optimizations for large facilities.

For comprehensive settings documentation including time configuration, asset display options, and performance optimization, visit the Calendar Settings page.

Recommended Settings

For daily operations: 15-minute slots, 1-day view, vertical layout For strategic planning: 60-minute slots, week view, horizontal layout

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Common Workflows

Daily Operations

Start of Day (5 minutes):

1. Select today's date and your main asset classes
2. Review existing bookings and identify available slots
3. Note any blocked assets or special events

Walk-in Customer (30 seconds):

1. Use Pointer tool to open booking editor modal
2. Choose Product Tab and select the appropriate activity & time slot
3. Click Epos button then add customer details and complete payment

Managing Busy Periods:

• Use 1-day view with 15-minute granularity for precision
• Keep multiple asset classes visible to offer alternatives
• Monitor the orange zones for partial availability opportunities

Event Planning

1. Switch to 3-day or week view for broader planning
2. Use Rectangle tool to select multiple assets simultaneously
3. Choose Event Booking for simplified group management
4. Block additional assets if needed for setup/breakdown

Event Planning Tip

Book events at least 2 weeks in advance and use the Block Asset feature to reserve setup time before and after your event.

Maintenance and Facility Management

Scheduling Maintenance:

1. Review week view to identify low-demand periods
2. Use Block Asset feature with clear maintenance reasons
3. Communicate blocked times to all relevant staff
4. Schedule blocks during traditionally slow periods to minimize revenue impact

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Advanced Features

Booking Summary Configuration

For bookings connected to opportunities, the booking summary modal can be extensively customised through the Bnow__Reservations_Asset_Summary_Configuration__c field on the Site record in SalesForce. This configuration system allows you to control exactly what information appears when staff view booking details.

Standard Display Fields

Control which built-in fields appear in the summary:

{
  "customer_name": true,
  "booking_product_name": true,
  "product_name": true,
  "participants": false,
  "booking_assets": false,
  "show_date": true,
  "show_time": true,
  "balance_paid": false,
  "balance_outstanding": false,
  "waivers": true
}

Time Display Enhancements

Booking summaries list each booking asset time range on its own line and only shows unique time ranges. When a range crosses a local date boundary—or when multiple local dates exist—the date prefixes the time, and all values respect the site's locale and timezone settings.

Custom Field Integration

The most powerful feature is the ability to display custom fields from any related Salesforce objects. The system supports fields from:

• Bnow__Booking__c - Main booking record
• Bnow__Booking_Product__c - Booking product details
• Bnow__Booking_Asset__c - Booking asset information
• Bnow__Bookable_Asset__c - Bookable asset information
• Opportunity - Connected opportunity data

{
  "customer_name": true,
  "show_date": true,
  "show_time": true,
  "custom_fields": [
    {
      "label": "Opportunity Name",
      "object_api_name": "Opportunity",
      "field_api_name": "Name"
    },
    {
      "label": "Event Type",
      "object_api_name": "Opportunity",
      "field_api_name": "Type"
    },
    {
      "label": "Special Instructions",
      "object_api_name": "Bnow__Booking__c",
      "field_api_name": "Bnow__Booking_Notes__c"
    },
    {
      "label": "Asset Location",
      "object_api_name": "Bnow__Bookable_Asset__c",
      "field_api_name": "Name"
    }
  ]
}

Field Type Support

The configuration supports any Salesforce field type that can be queried, including:

Standard Types: Text, Number, Date/DateTime, Email, Phone, URL, Currency, Percent
Selection Types: Picklist, Multi-select Picklist, Boolean (Checkbox)
Relationship Types: Lookup fields, Master-Detail relationships
Advanced Types: Formula fields, Roll-up Summary fields, Custom field types

Advanced Configuration Examples

Corporate Event Setup:

{
  "customer_name": true,
  "show_date": true,
  "show_time": true,
  "participants": true,
  "balance_outstanding": true,
  "custom_fields": [
    {
      "label": "Company Name",
      "object_api_name": "Opportunity",
      "field_api_name": "Account.Name"
    },
    {
      "label": "Event Budget",
      "object_api_name": "Opportunity",
      "field_api_name": "Amount"
    },
    {
      "label": "Catering Required",
      "object_api_name": "Bnow__Booking__c",
      "field_api_name": "Catering_Required__c"
    },
    {
      "label": "Setup Notes",
      "object_api_name": "Bnow__Booking_Product__c",
      "field_api_name": "Setup_Instructions__c"
    }
  ]
}

Calendar Navigation Override

Control which date field determines the calendar's initial view when loaded with a connected opportunity:

{
  "customer_name": true,
  "show_date": true,
  "show_time": true,
  "event_date_field_override": "CloseDate",
  "custom_fields": [
    {
      "label": "Expected Close Date",
      "object_api_name": "Opportunity",
      "field_api_name": "CloseDate"
    }
  ]
}

By default, the calendar uses the Bnow__Event_Date__c field from the opportunity to determine which date to display when first loaded. The event_date_field_override allows you to specify a different date field that your organization already uses on opportunity records, eliminating the need to duplicate date entry across multiple fields.

This is particularly useful for organizations that have established opportunity management processes with existing event date fields, allowing them to integrate the Reservations Calendar without changing their current data entry workflows.

Configuration Access

Booking Summary Configuration requires administrator access to modify the BookNow Setup record. Changes apply immediately to all new booking detail views.

Url Parameters

The calendar supports url parameters on the community page that hosts the component so staff can jump straight to a site and date without extra clicks.

• site (Salesforce Site Id) switches the calendar to the specified site after the page loads. If the id cannot be resolved, a non-blocking warning appears.
• event_date (ISO date or datetime string) sets the calendar date once the site is selected. Datetimes with an explicit offset (such as Z or +01:00) convert to the site's timezone, while values without an offset are interpreted as local wall time. Invalid values display a non-blocking warning banner.

Examples

• ...?site=0Qo5g000000XXXX&event_date=2025-10-12 opens the specified site on 12 Oct 2025 in the site's timezone.
• ...?event_date=2025-10-12 loads the provided date before displaying the calendar.

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Troubleshooting

Bookings Not Appearing can typically be resolved by refreshing the view to trigger cache invalidation and data reload, checking your asset class filters to ensure the right resources are selected with proper state management, or verifying your date range since the calendar's timezone-aware calculations might be displaying a different day than expected.

Edits Not Working usually indicates permission validation failure where you might not have booking rights for this site as verified through employee permission checking, incomplete calendar loading where the grid initialization hasn't finished with all caching systems ready, or tool state conflicts that can be resolved by switching tools to reset the interaction mode through the component's tool state management.

Performance Issues can be optimized by reducing displayed asset classes to only show what you need (activating the component's performance throttling), using shorter time ranges where 1-day view loads faster than week view due to reduced grid complexity, or closing other browser tabs to free up memory for the calendar's caching systems and prevent resource competition.

Still Having Issues?

Most calendar issues resolve with a simple page refresh. If problems persist, check with your administrator about permissions or site access.

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Quick Reference

View Options & Performance

View Type	Time Span	Asset Display	Header Height	Cache Optimization
1 Day	Single day	All asset classes	45px	Full caching, optimal performance
3 Days	3 consecutive days	Single asset class	81px	Selective caching, moderate complexity
Week	7 consecutive days	Single asset class	81px	Strategic caching, reduced granularity

Colour Coding System

Colour	Availability	Technical Meaning	User Action
Green	Fully available	All assets free in time slot	Optimal booking window
Orange	Partially available	Some assets booked, others free	Consider group size
Red	Unavailable	All assets booked or blocked	Select different time
Blue Line	Current time	Real-time position indicator	Orientation reference

Integration Points

System	Purpose	Data Flow	Performance Impact
EPOS	Payment processing	Seamless cart booking transfer	Minimal latency
Permissions	Access control	Real-time validation	Cached permission checks
Asset Management	Resource allocation	Dynamic availability calculation	Optimized queries
Settings	Customization	Persistent preference storage	Local storage integration

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Related Pages

Booking Editor Detailed guide for creating and editing bookings through the booking editor modal.

Calendar Views Comprehensive guide to calendar display options, layouts, and navigation.

Employee Permissions Complete permissions system documentation for access control and security.

Settings & Configuration Settings management and calendar customization options.