Occupancy calendar
How to read room occupancy, distinguish a booking from an actual stay, and use views and filters.
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Content
‘Calendar’ is available to owners and administrators. It combines two independent dimensions: which nights are already occupied and which work is scheduled for each room. The calendar does not determine room readiness and does not replace the task list.
A housekeeper opens the same address but receives a different safe projection: only their assigned work. See Personal shifts and work calendar for that workflow.
Open the button showing the current period and pick the day you need in the calendar — the ‘Today’ button inside it returns to today. Then use the ‘Day’, ‘Grid’, or ‘Month’ view.
3–24 Aug
| Room | ||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Available | available 7 from 9. Check-in: 2, Check-out: 0 | available 6 from 9. Check-in: 1, Check-out: 0 | available 4 from 9. Check-in: 2, Check-out: 0 | available 3 from 9. Check-in: 2, Check-out: 1 | available 3 from 9. Check-in: 1, Check-out: 1 | available 4 from 9. Check-in: 0, Check-out: 1 | available 3 from 9. Check-in: 1, Check-out: 0 | available 5 from 9. Check-in: 0, Check-out: 2 | available 6 from 9. Check-in: 0, Check-out: 1 | available 7 from 9. Check-in: 0, Check-out: 1 | available 8 from 9. Check-in: 0, Check-out: 1 | available 7 from 9. Check-in: 1, Check-out: 0 | available 7 from 9. Check-in: 0, Check-out: 0 | available 7 from 9. Check-in: 0, Check-out: 0 | available 7 from 9. Check-in: 0, Check-out: 0 | available 8 from 9. Check-in: 0, Check-out: 1 | available 8 from 9. Check-in: 0, Check-out: 0 | available 8 from 9. Check-in: 0, Check-out: 0 | available 8 from 9. Check-in: 0, Check-out: 0 | available 9 from 9. Check-in: 0, Check-out: 1 | available 9 from 9. Check-in: 0, Check-out: 0 | available 9 from 9. Check-in: 0, Check-out: 0 |
| Saryarka | ||||||||||||||||||||||
| A-1201 | ||||||||||||||||||||||
| A-1202 | ||||||||||||||||||||||
| A-1203 | ||||||||||||||||||||||
| A-1204 | ||||||||||||||||||||||
| A-1205 | ||||||||||||||||||||||
| A-1301 | ||||||||||||||||||||||
| A-1302 | ||||||||||||||||||||||
| Alatau | ||||||||||||||||||||||
| B-401 | ||||||||||||||||||||||
| B-402 | ||||||||||||||||||||||
On a narrow screen, the grid itself scrolls horizontally. Headings and the other controls remain accessible without scrolling the whole page.
How a stay is labelled
The guest’s name appears first on the bar. If space is limited, the full name, status, dates, and external booking reference remain available in the tooltip and accessible name. The booking reference is used to reconcile the record with an external system, but does not replace the person’s name.
If an old record has no guest, the bar uses the available booking reference. If that is also missing, the visible bar remains unlabelled, but its accessible name still includes the room number and dates. New stays are created with a guest.
‘Grid’ view
The grid is arranged as ‘rooms × days’: each row represents a room and each column represents a calendar day. A stay’s bar spans all of its nights.
- The colour of a bar represents the stage: amber means ‘Reservation’ — the nights are held, but the guest has not checked in yet; green means the guest is expected today; blue means the guest is in the room; violet means the room comes free this morning; and grey means the stay is over or the room is out of service. The colours are named again below the grid.
- A red bar and the words ‘Did not arrive’ appear for a saved situation: it opens right at the expected check-in time if check-in has not been recorded, and the bar turns red when the two-hour response deadline passes. The browser clock does not calculate this marker.
- A sloping left or right edge represents the half-day of check-in or checkout.
The period does not include the night after the checkout date. The next guest can therefore check in on the day the previous guest checks out, and the two bars meet in one cell without overlapping.
The first row, ‘Available’, shows how many rooms are available for each night. Hiding bars with a filter does not release a room or change this calculation.
Today is marked by a vertical line, and weekends have a separate neutral background. Colour and shape are supplemented by text and accessible labels.
Work on the grid
A dot over a bar or row represents work for that room on that day:
- a blue dot represents cleaning;
- an orange dot represents a repair, inspection, replenishment, or another task.
If there are several work items on one day, there is still only one dot, and the tooltip lists them all. A single real task opens directly. Several events, or a forecast without a created task, open the day view so that you can choose the relevant entry.
An expected checkout cleaning may appear on the planned checkout date. This is a forecast: it cannot be assigned and does not affect readiness. Once the actual checkout is confirmed, the forecast is replaced by the canonical cleaning task without adding a second dot.
‘Day’ view
The day view begins with an ‘Occupied’ and ‘Available’ summary. Events are grouped below, and the check-in and checkout headings show their counts:
- check-ins;
- checkouts;
- confirmed checkouts;
- cleaning;
- other tasks.
Open a particular booking, room, or task from its row. If a checkout was confirmed by mistake and has already created a preparation cycle, correct it through the canonical cleaning task rather than deleting the calendar entry.
‘Month’ view
The month view provides a weekly overview. Each day shows the number of
check-ins +N, the number of checkouts −N, and the proportion of occupied
rooms. The full room matrix is not shown at this density. Select a day to open
its detailed view.
Filters and links to a selected view
The available filters depend on the current view:
- in the grid, you can show or hide stays, cleaning, and other tasks separately;
- in the day view, check-ins, checkouts, confirmed checkouts, cleaning, and other tasks are available. The switches appear only if there is more than one type of event that day;
- the month overview cannot be filtered.
Filters change only the presentation, not the data. When switching between views, the settings of filters that are currently hidden are preserved. The view, date, and selected filters are recorded in the page address. A copied link opens the same context for an owner or administrator, subject to their current role.
The calendar always combines every property in the organisation. Rooms are grouped by property, and the ‘Available’ row is calculated across the whole organisation.
How to open or correct a stay
Select a bar in the grid or an entry under ‘Stays in period’. The current stay form opens. From there, you can record check-in, select a new checkout date once to extend the stay, correct the check-in time, or confirm the actual check-out. A date warning does not hide the checkout action.
The process for creating, cancelling, checking in, and closing a stay is described in ‘Bookings and stays’. The rules for names, telephone numbers, and the blocklist are in the guest directory.