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Bookings

Using the Calendar

Using the Calendar

The calendar is your daily schedule view — it shows all bookings, staff availability, and open time slots so you can manage appointments at a glance.

Overview

The OpenChair calendar lets you:

  • See all staff schedules side-by-side in a day view with colour-coded booking blocks
  • Switch between Day, 3-Day, Week, and Agenda views
  • Navigate dates and jump to today with one click or tap
  • Filter by staff, resource, or booking status
  • Click or tap an empty slot to create a new booking
  • Drag a booking to a new time to reschedule (web and tablet)
  • View booking details, change statuses, and take payment from the calendar

View Modes

The calendar offers four view modes. On web, switch views using the dropdown in the top-right toolbar. On mobile, tap the view selector pill in the top-left corner.

View What It Shows Keyboard Shortcut (Web) Availability
Day Single day with one column per staff member 1 Web and mobile
3-Day Three consecutive days side-by-side 2 Web and iPad only
Week Seven days across the screen 3 Web only
Agenda Chronological list of bookings grouped by time 4 Web and mobile

On mobile phones, only Day and Agenda views are available. On iPad, Day, 3-Day, and Agenda are available.

Layout Density

Within the Day view, you can choose between two layout densities:

Density Effect
Comfortable (default) Taller time slots — booking blocks show full details including service names
Compact Shorter time slots — fits more hours on screen, booking blocks show abbreviated details

On web, change the density from the view dropdown menu. On iPad, use the density toggle icons in the toolbar (the rows icon switches between Compact and Comfortable).

The density preference is saved per venue and persists across devices.

Navigating Dates

On Web

  • Click the left arrow or right arrow buttons to move forward or back (by 1 day, 3 days, or 7 days depending on the view)
  • Click the date display in the centre to open a calendar picker and jump to any date
  • Click "Today" to return to the current date (keyboard shortcut: T)

On Mobile

  • Tap the left arrow or right arrow to step through days
  • Tap the date label (e.g., "Mon 24 Mar") to open a calendar picker
  • When viewing a date other than today, a "Today" button appears — tap it to jump back

The date label appears in your venue's local colour when viewing today's date.

Staff Columns (Day View)

In the Day view, each staff member has their own column. The column header shows the staff member's initials and first name, with a colour-coded circle matching their calendar colour.

  • Working hours appear as the normal background
  • Non-working hours (before or after the staff member's roster) appear shaded
  • On iPad, tap a staff column header to filter the calendar to that staff member only

Filtering

Staff Filter

On web (multi-day views): Use the "All Team" dropdown in the toolbar to filter by a specific staff member.

On mobile: A row of filter pills appears below the toolbar. Tap "All" to show everyone, or tap a staff member's name to show only their bookings. Tap the same name again to return to all staff.

Status Filter (Agenda View)

In the Agenda view, a status filter is available:

  • On web: Click the Status dropdown above the agenda list
  • On mobile: Tap the status filter pill (defaults to "All statuses")

Available statuses: Pending, Confirmed, Arrived, Completed, Cancelled, No show, Blocked

Resource Filter

If your venue uses resources (e.g., chairs, rooms), a resource filter appears. On mobile, tap the "All resources" pill to filter by a specific resource.

Booking Blocks

Each booking appears as a coloured block on the calendar. The block shows the customer name, service name, and time. In comfortable density, longer bookings also show a service itinerary.

Status Colours

Booking blocks are colour-coded by status with a coloured left border:

Status Left Border Colour Appearance
Pending Amber Dashed border, muted background
Confirmed Staff's calendar colour Solid, staff-coloured background
Arrived Blue/purple Staff-coloured background with blue left accent
Completed Green Staff-coloured background with green left accent, slightly faded
Cancelled Red Red-tinted background, reduced opacity
No show Red (darker) Red background, more prominent than cancelled

Payment Indicators

Small icons appear on booking blocks to show payment status:

Icon Meaning
Green checkmark with "Done" Paid in full
Red dollar sign with "Unpaid" Completed but unpaid balance remains
Green dot Deposit captured
Warning triangle Deposit expired
Star with "AI" Booking created by the AI Concierge

Current Time Indicator

When viewing today's date, a red line stretches across the calendar at the current time. On web, it displays the current time (e.g., "2:45 PM") as a red pill on the left edge.

On mobile, if the current time line is scrolled off-screen, a floating "Now" badge appears in the corner. Tap it to scroll to the current time.

Creating a Booking from the Calendar

  • On web: Click any empty time slot to open the booking dialog, pre-filled with that date, time, and staff member
  • On mobile (tablet): Long-press an empty time slot to see options: "New booking" or "Block out time"
  • On mobile (phone): Use the floating action button to start a new booking

Press N on your keyboard (web) to open the booking form at any time.

Viewing Booking Details

  • On web: Click a booking block to open the booking detail panel on the right side of the screen
  • On mobile (phone): Tap a booking block to navigate to the full booking detail screen
  • On mobile (iPad): Tap a booking block to open the inspector panel alongside the calendar

The detail view shows the customer name and contact details, services booked, assigned staff member, payment status, notes, and action buttons.

Quick Actions (Mobile)

On phones, long-press a booking block to open a quick action sheet with:

  • "Mark as arrived" (for pending or confirmed bookings)
  • "Mark as complete" (for confirmed or arrived bookings)
  • "View details" — opens the full booking detail screen

Drag-to-Reschedule

On web and iPad, you can drag a booking block to a new time slot to reschedule it.

  1. Click and hold (web) or long-press (iPad) a booking block
  2. Drag it up or down to a new time — the block snaps to 15-minute intervals
  3. Release to confirm the new time

If the new time conflicts with the staff member's roster (e.g., they are off-duty or outside working hours), a confirmation dialog appears asking whether to override. Hard conflicts with other bookings are blocked.

Drag-to-reschedule is not available on phones, in kiosk mode, or for cancelled/completed bookings.

Blocking Out Time

To block out time for breaks, training, or personal tasks:

On web:

  1. Click "Block out time" in the calendar toolbar
  2. Select the staff member, start time, and end time
  3. Optionally add a label (e.g., "Lunch", "Training")
  4. Click to confirm

On mobile (tablet):

  • Long-press an empty time slot and select "Block out time"

Blocked time appears on the calendar as a grey block with the reason you selected.

For full details on creating, viewing, and removing time blocks, see Blocking Out Time.

Waitlist Sidebar (Web and iPad)

On web and iPad, click the "Waitlist" button in the toolbar to open a sidebar showing clients waiting for appointments. The button shows a badge with the number of waitlist entries.

The sidebar displays clients grouped by status ("Ready to contact", "Offered", "Matched") and lets you send offers or book directly from matched gaps.

Keyboard Shortcuts (Web)

Shortcut Action
T Jump to today
1 Switch to Day view
2 Switch to 3-Day view
3 Switch to Week view
4 Switch to Agenda view
N Open the new booking form

Web vs Mobile

Feature Web Mobile (Phone) Mobile (iPad)
Day view Yes Yes Yes
3-Day view Yes No Yes
Week view Yes No No
Agenda view Yes Yes Yes
Staff filter Dropdown (multi-day views) Filter pills Filter pills + column header tap
Status filter Agenda only Agenda only Agenda only
Drag-to-reschedule Yes (click and drag) No Yes (long-press and drag)
Block out time Toolbar button Long-press empty slot Long-press empty slot
Booking detail Side panel Full-screen navigation Inspector panel
Quick actions Click booking Long-press booking Tap booking (inspector)
Waitlist sidebar Yes No Yes
Density toggle View dropdown menu Not available Toolbar icons

Troubleshooting

Issue Solution
No staff columns showing on the calendar Your venue needs at least one team member. Go to Team in the sidebar and add a staff member, or ensure at least one staff member is active and rostered for the day you are viewing.
Calendar shows no bookings but I know there are some Check the filters — you may have a specific staff member or status selected. Reset the staff filter to "All" / "All Team" and the status filter to "All statuses".
Cannot drag a booking to a new time Drag-to-reschedule is only available on web and iPad, and only for active bookings (not cancelled, completed, or no-show). On phone, open the booking detail and tap "Reschedule" instead.
Calendar is slow or not loading Pull down to refresh (mobile) or reload the page (web). If the issue persists, check your internet connection. Large teams with many bookings may load more slowly on the Agenda view.
Time slots appear outside business hours The calendar grid runs from 6 AM to 10 PM by default. Your operating hours and staff rosters determine which slots are shaded as non-working. Bookings can still be created outside these hours.
Current time line is not showing The red current time indicator only appears when viewing today's date. Navigate to today by pressing T (web) or tapping "Today" (mobile).

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Last updated: March 2026