Calendar & departures

The calendar shows your whole season in one place. Departures let you sell individual seats on fixed-date group tours.

The calendar

Open Calendar in the sidebar. Every booking with a departure date appears, except archived ones. At the top you'll see tours, passengers and confirmed bookings for the month you're viewing.

Views

• Year: twelve mini-months, with days shaded where a vehicle is out on tour. Click a day to open it.
• Month: up to three bookings per day, then +N more. Hover a booking for the client, tour, passengers, flag and guide.
• Week: weeks start on Monday, with each booking's tour, passengers and guide.
• Day: the day's bookings, showing which day of the tour it is (Day 2 of 5), plus any vehicle maintenance due.

Use ◀ ▶ to move between periods and Today to jump back. Click any booking to open it. On a phone, the calendar shows as a list grouped by week.

Colours and flags

• Bookings are coloured by their assigned vehicle, so you can see at a glance which vehicle is out. Bookings without a vehicle show as Unassigned. The legend shows which colour is which.
• The calendar flag set on a booking's Edit page (To Be Confirmed, Urgent, Holiday/Unavailable, Sub In, Sub Out or RFC) shows as a coloured bar on the booking.

Vehicle dates on the calendar

MOT and insurance due dates from the Vehicles page appear on the calendar: red if overdue, green if coming up. When a vehicle has passed its service mileage, a Service Due marker appears on today's date.

Departures (scheduled tours)

If you run fixed-date group tours and sell seats individually, turn on Scheduled tours in Settings. Departures then appears in the sidebar. Leave it off if every tour you run is a private booking.

Create a departure

1. Go to Departures → New departure.
2. Enter the tour name, departure date and capacity, which are required. Add a return date, price per seat, vehicle, guide, status and notes if you like.
3. Click Create departure.

Sell seats

Each booking is one party of travelers. To put a booking on a departure, pick the departure from the Departure dropdown when you create or edit the booking. The booking's passenger count is added to the departure's seats sold. The dropdown shows how many seats are left and warns you when a departure is full.

The departure page

Click a departure to see:

• capacity, seats sold, seats remaining and price per seat;
• every booking on it, with passenger counts, status and payment progress.

All bookings on a departure share one Group Itinerary.

Departure statuses (scheduled, open, full, departed and cancelled) are set by you on the departure's Edit screen. They don't change automatically.