# The calendar

> See every departure, move times, print guest lists and send messages to your guests.



Under <Path>Calendar</Path> you can see all your time slots — when they run, how much is booked and which guests are coming. This is where you plan the week and do most of the day-to-day work around a tour.

## Four views

* **Month** — an overview of the whole month.
* **Week** and **Day** — a time grid where you can drag and drop times.
* **Manifest** — the day's departure list with the number of **Tours**, **Guests** and **Available places**, plus the guest lists for each tour. Use **Print** to take it with you in the morning, and **Export CSV** to get it as a file.

The view, date and selected tour are saved in the address in your browser. Copy the link and a colleague will see the same thing.

<Screenshot id="kalendern-vecka" alt="The calendar in week view with colour-coded tours" />

<Screenshot id="kalendern-manifest" alt="The Manifest view with the day's tours, number of guests and available places" />

## The colours

Each tour is colour-coded by how full it is: **Available**, **Few places**, **Full** or **Closed** (sales are closed).

If the tour has a minimum number of participants, a small dot shows whether it's going ahead. When you click the tour, &#x2A;*Is the tour going ahead?** shows **Yes**, **No** with how many more are needed, or **Cancelled**.

## Add a time

Click **New time slot** and fill in **Experience**, **Date**, **Start time** and **End time**. You can also enter &#x2A;*Capacity (optional)**, &#x2A;*Minimum participants (optional)**, &#x2A;*Language (optional)** and a **Recurrence** to create a whole series in one go.

In the week and day views you can also draw a new time directly in the grid by dragging with the mouse.

There's more about recurrences, capacity and minimum numbers in [Schedule rules](/bookings/schedule-rules).

## Move a tour

In the week and day views, drag the tour to a new time or day. Drag the bottom edge to change how long it lasts. Before anything is saved, you confirm in &#x2A;*Move time slot?**.

You can also click the tour and choose **Move time slot**. With **Email booked guests** switched on, every guest on the tour gets an email about the new time. Time slots that have passed or are cancelled can't be moved.

## Everything you can do with a tour

Click a tour to see the details. There you can also change the capacity directly with plus and minus — but never to fewer places than have already been booked. The actions are in the three-dot menu:

<Screenshot id="kalendern-turdetaljer" alt="The details for a tour with date, time, booked, capacity and sales" />

| Action               | What it does                                                                                                                                                    |
| -------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Edit**             | Change the date, time, capacity, minimum number and language in **Edit date and time**.                                                                         |
| **Move time slot**   | Move the tour to a different time.                                                                                                                              |
| **View guest list**  | Everyone booked, with booking number, tickets and payment status.                                                                                               |
| **Print guest list** | A printer-friendly list to take with you.                                                                                                                       |
| **Add guest**        | Add a [manual booking](/bookings/manual-booking) to the tour.                                                                                                   |
| **Close sales**      | Stop new bookings in the shop without removing the tour. Existing bookings and guests you add yourself aren't affected. Choose **Open sales** to open it again. |
| **Send email**       | Email everyone who has booked the tour in **Email the tour**.                                                                                                   |
| **Cancel tour**      | Cancel the tour. All bookings are cancelled and the guests get an email.                                                                                        |

The guest list can also be exported with **Export CSV** or **Export PDF**.

<Callout type="warning">
  **Cancel tour** can't be undone. All bookings on the tour are cancelled, and the guests get a full refund and a cancellation email. The tour stays in the calendar as cancelled and can't be booked.
</Callout>

## Filters and saved views

With **Filter** you show only certain **Experiences**, a particular **Language** or a particular **Occupancy**. If you have the **Staff** app switched on, you can also filter by **Staff**.

Do you use the same filters often? Save them as a view with **Save view** and give it a name. Then you can quickly switch between your views and **Full calendar**. Saved views are personal and follow you between computers and mobile.

## Calendar sync

Want to see your tours in Google Calendar, Apple Calendar or Outlook? Click **Calendar sync**. It's the **Calendar** app. If the app is installed, the button takes you to it; otherwise it takes you to <Path>Settings → Apps</Path>, where you install it. Read more in [Calendar feed](/apps/calendar-feed).