Calendar, holds and conflicts

#The Events page

Events is your calendar and your event list in one place. The bar across the top has the controls you use constantly:

• A date box — type or pick a date and the calendar jumps to it, in whichever view you're on.
• ‹ Today › to step one month, week or day; « » to step a year (in Month) or a month (in Week and Day).
• The month or date in the middle, and the Month / Week / Day buttons on the right.

The panel at the left (open or close it with the button at the far left of the bar) holds + New Event, a Calendar / List switch, search, the venue, space, status and lifecycle-stage filters, and the color legend. Filters apply to every view, so switching from Month to List keeps them.

#Views

Entries are colored by event status. Connected calendars (below) appear dashed in their own color, and holds appear in the hold color.

#Creating and moving

• Hover a day in Month and click + New to start an event on that date (9 AM to 11 PM by default — change the times in the form).
• Drag an entry in Month onto another day to reschedule it, keeping its time. The usual conflict check runs; a refused move snaps back with the reason.
• Click an entry from a connected calendar to read its time, location and full description.

#Printing

Choose Print this calendar in the panel, or open Reports → Printable calendar, for a month or week laid out for paper. See Reports.

#Conflicts

A room can't be double-booked. Two functions conflict when they overlap in time in the same room. Functions at the same time in different rooms are fine — that's how multi-room events work.

Conflicts are checked against:

• other live events (inquiry, hold, tentative or confirmed),
• unexpired holds,
• entries from external calendars linked to that venue (below).

If a conflict exists you'll be told what it's with. A Manager can override a conflict when there's a good reason; overrides are recorded.

#Holds

A hold reserves a room and time for a prospect before there's a contract.

• A hold has an expiry, based on your company's hold window (48 hours by default; set it in Settings → Company, or override it per venue).
• It blocks the room until it expires or becomes a booking.
• Expired holds release the room automatically.

Use holds while a lead is deciding, then convert it to an event when they commit.

#Google Calendar sync

Each person can keep their own Google calendar in step with VenueDB from Account Settings → Calendar. Sync is one-way: VenueDB writes to Google.

For each synced calendar you choose:

• What it shows — full details, or a generic title with just the times.
• Title and description templates, with merge fields such as {{event.name}}.
• Filters — by venue, room, status, event type, or only your own events.
• Whether to include a link back to VenueDB, include setup and teardown time, and the color and reminder.

Entries update automatically when an event is created, changed or cancelled.

#External calendars

On a venue's settings page (Settings → Venues & Spaces → your venue), add an .ics or webcal feed — for example a partner's availability or a shared bookings calendar. Its entries then block bookings at that venue, optionally only for particular rooms.

Feeds refresh automatically about every 15 minutes, or immediately with Refresh now.

For each feed you can set:

• Name and color — the color is how its entries look on your calendar.
• Block bookings — turn off to show the feed for reference without it blocking anything.
• All-day entries block the whole day — off by default, since an all-day note usually isn't a booking.
• Which spaces it applies to — all, or only certain rooms.
• Ignore entries containing — words that leave entries out (for example tentative).

Entries from feeds show on the Events calendar (dashed, in the feed's color) and in the printable calendar. If a feed stops working — the link changed, or the other side is down — the Connections tab on your dashboard says so. See Background jobs and connections.