Understanding the new Prebookings screen

Video

Where do I find it?

Operations > Next Departures

 

What does it mean?

The Prebookings screen provides a comprehensive, real-time overview of all your upcoming departures. It is the central operational hub where you can monitor bookings, track capacity utilisation, and manage your daily schedule at a glance.

This screen displays all scheduled departures organised by time slot, showing key information for each one — including the product name, departure time, assigned resources, current capacity, and utilisation percentage. With the latest release, you can also work from the new Grid-style board view, which groups departures into clear columns and cards so teams can scan the day, spot capacity pressure, and act faster without losing context.

The new departure experience is active by default, while a Classic view toggle remains available in List view for users who need to switch back to the previous layout.

What should I do?

Understanding the layout

When you navigate to Operations > Next Departures, the new departure experience opens by default. Use it to monitor your operating day in a more visual and action-oriented way, then switch views depending on the task you are performing.

Below is a breakdown of every element and option available.

1 Date navigation

At the top-left of the screen, you will find the date selector:

• Date field: Displays the currently selected date (e.g. 04/08/2026). Click the left arrow < to go to the previous day or the right arrow > to go to the next day. Click the date to select a date range from the calendar.

• Today upcoming: Click this button to filter the view and show only the departures that are still upcoming for today, meaning departures that have not yet departed.
• Today all: Click this button to show all of today's departures, including those that have already departed.
• Tomorrow: Click this button to jump directly to tomorrow's departures.

2 Search and sorting

On the top-right area of the screen, you will find:

• Search (🔍): Use the search bar to quickly find a specific product by name. This is especially useful when you have many departures scheduled on the same day.
• Sort by: Click the Sort by departure dropdown to change how departures are ordered. You can sort by departure time or other available criteria to organise your view according to your preferences.

3 View options

In the far top-right corner, there are two icons that allow you to switch between different display modes:

• Grid view: Displays departures as a board with horizontal columns and departure cards. This view is ideal when you want to scan the day visually, compare time slots, and identify busy or underused departures quickly.
• New List view: Opens the redesigned departure list by default, with the updated layout and controls for day-to-day monitoring.
• Calendar view (📅): Switches to a calendar-based layout, giving you a broader visual overview of your schedule.

4 Settings and configuration

In the top-right corner of the Prebookings panel, you will find two icons:

• Filter icon (☰): Opens advanced filter options, allowing you to narrow down the departures shown based on specific criteria, for example by route or product type. Filter the results to show only capacity-managed products.

• Settings icon (⚙️): Opens the configuration panel to customise display preferences for the Prebookings screen, such as showing utilisation, bar chart, and the route image. In the Occupancy level styles tab, you can customise bar chart colours and thresholds for each level.

5 Reset all

Below the date navigation, you will find a Reset all button. Click this to clear all active filters and return the view to its default, unfiltered state.

6 Classic view toggle

Use the Classic view switch in the top-right corner of List view if you need to return temporarily to the previous departure list. This is useful while teams are getting familiar with the new interface. The toggle is not shown in Calendar view.

Departure list columns

Each departure entry in the list displays the following information:

• Product image: 6 A thumbnail image of the product or tour.
• Date and time: 7 The scheduled departure date and time, for example 04/08/2026, 14:00.
• Product name: 8 The name of the tour or service, for example Catamaran or Oxford Day Tour.
• Resources: 9 Shows the number of assigned resources, for example 0 resources or 1 resource. This indicates how many operational resources, such as drivers or guides, have been allocated to that departure.
• Utilisation: 10
  • Utilisation bar: A visual progress bar that indicates how full the departure is. An orange bar shows the proportion of booked capacity versus total capacity.
  • Utilisation details: Displayed to the right of the progress bar, showing:
    • X / Y Booked: The number of booked seats versus the total available capacity, for example 39 / 47 Booked.
    • Utilisation X%: The percentage of capacity that has been booked, for example Utilisation 83%.

Time slot grouping

Departures are grouped by their scheduled time, for example 14:00, 15:00, 16:00, or 17:00. Each time slot header shows:

• The time, for example 14:00.
• A count of how many departures are scheduled at that time, for example 1 or 2.
• A collapse/expand arrow (^): Click the arrow to collapse or expand the departures listed under that time slot, helping you focus on specific time periods.

Shared availability indicator

Some departures display a Has shared availability badge on their product image. This indicates that the product shares resources with another departure. When one product is booked, the available capacity for the linked product is also reduced accordingly.

Using the Grid view

The Grid view turns the departure list into an operational board. Departures are shown as cards inside columns, making it easier to understand the day at a glance and move between busy time slots without opening each departure one by one.

• Columns and counts: Each column header shows the grouping name or time, the number of departures in that column, and aggregated capacity/passenger information so you can immediately see where attention is needed.
• Departure cards: Cards show the product or route name, image or default placeholder, occupancy progress bar, shared availability icon where applicable, seating indicator when seats are mapped, and assigned resource information.
• Filtering and search: Use the existing route filters, quick date selections, and search field to narrow the board. The board updates instantly to show only the matching departure cards.
• Scrolling and long names: The board supports horizontal scrolling. Column headers remain visible while scrolling, and long product names are shortened after two lines with the full name available on hover.
• Actions: Use the three-dot menu on a departure card to manage resources or create events.
• Empty states: If no departures match the selected date or filters, the board displays a clear message so you know whether to change the date, reset filters, or adjust the search term.

Good to know

• The Prebookings screen updates in real time, so any new bookings will be reflected immediately.
• The redesigned departure list is the default experience. Use the Classic view toggle only when you need the previous layout during the transition; this toggle is available in List view but not in Calendar view.
• Use the Grid view when you need a fast visual overview of the operating day. It is especially useful for comparing time slots, monitoring occupancy, checking assigned resources, and identifying departures that need attention.
• Products with high utilisation, shown through the occupancy bar and configured colour thresholds, may need attention — consider increasing capacity or closing sales if a departure is nearly full.
• For more details on how to modify capacity, please visit our support article.
• For more details on how to change the seating chart for a specific departure, please visit our support article.