# Calendar & Booking Management Managing your booking requests efficiently is key to running a smooth operation.\ Bookit offers a built-in calendar system that gives you a clear and immediate view of all upcoming reservations and privatisations — directly from your backoffice. *** ## Calendar When accessing the calendar view from the backoffice, you can choose between **day**, **week**, or **month** modes, depending on the level of detail you need. Each request is visually represented: * **Standard reservations** appear in **orange** * **Privatisations** are shown in **yellow** This color system allows you to quickly understand your load and plan ahead.
*** ### ⚡ Quick Actions in Day View In the **Day View**, each date block contains two quick-access buttons designed to speed up daily management:
1. **Create a new reservation manually**\ You can click directly into a date and quickly create a new booking — ideal for when a client calls or walks in.\ Note: this shortcut allows you to create **standard reservations only**. If you want to manually create a **privatisation**, you’ll need to use the public module like any other user, as payment must be processed through the Stripe-connected front-end form.
2. **Block the date**\ You can instantly block the day for any new requests. Behind the scenes, this creates a `BlockedDate` entry, preventing users from submitting new requests for that day — whether it's a standard reservation, a privatisation, or both.
*** ### 🔍 Navigating the Calendar Clicking on a date automatically scrolls the view to the relevant section, focusing your attention on that specific day’s bookings. If you click on a request in the calendar, you’ll be redirected to the **Booking Detail Page**, where you can view, edit, or take action on the request. *** ## Bookings Every new booking — whether submitted from the public form or manually added — appears in the **“Bookings” tab** of your backoffice. From this tab, you have a centralized view of all current requests. Clicking on any request opens the full **Booking Detail Page**, where you’ll find everything you need to manage the interaction.
*** ### 🧾 Understanding and Editing Booking Details Inside the booking detail view, you can: * Modify the **client** linked to the request * Adjust the **date and time** * Change the **number of guests** * Assign or update a **private room** (if applicable) You’ll also see any **message or comment left by the client** during the request process.
*** ### 🚩 Spotting Risky Clients Bookit includes a simple but effective system for handling problematic clients.\ If you mark a client as **blacklisted** from their profile, their name will automatically display in **white text over a blue background** throughout the app — helping your team spot them instantly. You can also add **internal notes** to any client file. These are visible only to staff and will never be shown to the customer.
*** ### 📊 Contextual Awareness One of the key features of the booking detail page is that it automatically displays **other requests scheduled for the same day**.\ This gives you important context when deciding whether to accept or decline a new request — especially on busy days or during events.
*** ### ✉️ Email History & Communication At the bottom of every booking detail page, you’ll find a **full log of email communications** between you and the client — whether triggered automatically or sent manually from the backoffice. This makes it easy to follow up, avoid duplicate messages, and maintain a clean record of your interactions.
*** ### 🛠 Available Actions on a Booking Each request can be acted upon through four main actions, depending on its current status: #### 1. Accept the Request Once accepted, the request’s status is updated to `Accepted`, and the client receives an **automatic confirmation email** with all booking details.
#### 2. Decline the Request If you choose to decline the booking: * The status changes to `Declined` * The request becomes locked and uneditable * If a payment was made (e.g. privatisation fee), the system automatically triggers a **refund via Stripe** * The client is notified by email
#### 3. Archive the Request After a booking has been handled, you can choose to **archive** it.\ Archiving helps you clean up your backoffice and focus only on current or pending requests. When a booking is archived: * The client receives a **thank you email** * You can customize this message to include, for example, a prompt to leave a review
#### 4. Contact customer by email At any point during the lifecycle of a request (except if archived), you can manually send a custom email to the client. * Choose from existing templates * Edit the content as needed * Click send Perfect for clarifying details, offering options, or sending reminders.
*** ### 🧠 Final Tips * Keep your calendar organized by regularly archiving old requests * Use the block date feature during private events or closures to avoid overbooking * Rely on color codes and blacklist indicators to make quick, informed decisions * All key interactions (accept/reject/archive/email) are logged for traceability --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://bookit-2.gitbook.io/bookit-template-bubble/basics/markdown/calendar-and-booking-management.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.