Where do I find it?
Operations > Calendar
What does it mean?
The Calendar view is a powerful alternative to the ‘Next Departures’ page, specifically designed to help tour operators monitor and manage capacity-managed tours with ease. By providing a high-level visual overview of your daily schedule, it enables you to make informed, data-driven decisions at a glance.
Visualise capacity and performance
The Calendar uses a colour-coded system to represent different statuses and capacity levels. This intuitive design allows you to instantly assess the degree of capacity utilisation across all your tours.
A key advantage of this view is that tours are displayed according to their specific duration. This allows tour operators to easily visualise exactly how many tours are running simultaneously and for how long. By seeing these overlapping time blocks alongside their respective occupancy levels, you can identify peak periods and underperforming slots in a single, comprehensive view.
Understanding the colour coding
By default, the calendar uses specific colours to highlight your operational status:
Grey: Indicates a scheduled departure with no bookings yet.
Green: Indicates at least one booking has been made, with occupancy below 35%.
Orange: Indicates a healthy booking volume, with occupancy between 35% and 95%.
Red: Acts as a warning that the departure has reached 95% occupancy or higher.
Comprehensive passenger management
By clicking on any event within the Calendar, you can access the Passenger List or Manifest.
This feature centralises critical operational details for your daily business, including:
Pick-up logistics: View exactly where and when each passenger needs to be collected.
Check-in & payment status: Track real-time check-ins and identify any outstanding balances.
Driver manifests: Easily print and hand these lists to your drivers or guides, ensuring they have accurate passenger counts for every hotel or meeting point.
Dynamic capacity control
The Calendar view empowers you to respond to demand in real time. If you notice a departure is reaching full capacity, you can quickly adjust the assigned vehicle or capacity template to increase availability, ensuring you never miss a potential booking.
"For further information, please refer to our guide on updating capacity templates.
How to close sales for a specific departure
How to modify capacity for a specific departure
What should I do?
You should monitor your calendar occupancy regularly to determine if operational adjustments are required, such as upgrading a capacity template for a specific event or closing a departure to new bookings.
To manage your view effectively, use the following tools:
Filter by route: Use the filter icon to display only the routes relevant to your current task.
Switch views: Toggle between the standard 'Prebookings' list and the 'Calendar' view using the icons in the top right corner.
Customise display information: Click the gear icon to choose which details are visible. By default, the system displays utilisation percentages, bar charts, and route images.
Define occupancy colours: If the default colours do not suit your workflow, navigate to 'Occupancy level styles'. Here, you can customise the thresholds and colours (e.g., changing the "Red" warning to trigger at 80% instead of 95%) to better reflect your specific business needs.