The Availability Calendar helps you manage your business's availability, preventing double bookings and ensuring accurate scheduling. By using the calendar, tourism operators can clearly display when tours, activities, or accommodations are available, reducing scheduling conflicts and improving guest satisfaction. This ensures you're always prepared and able to deliver amazing experiences.
Accessing this feature
Getting to your Calendar is easy! You can go straight there by clicking this link: https://launchpad.tourismaccelerator.com.au/calendar
Or, if you're already in your Tourism Accelerator Launchpad:
From your main dashboard, look for the menu on the left-hand side of your screen.
Click on Calendar.
How to use it
Let's walk through how to add, edit, and manage your availability in the Calendar. Here's what you'll typically see when you open your Calendar: a clear view of your days, weeks, or months, often with different colours or indicators for different types of entries (like bookings, available slots, or blocked-out times).
Adding a New Availability Slot or Blocking Out Time:
Choose Your View: At the top of your calendar, you'll usually see options like Day, Week, or Month. Pick the view that works best for you to find the date you want to adjust.
Select a Date/Time: If you're in the Week or Day view, you can often click directly on a specific time slot to start adding an entry. If you're in the Month view, click on the specific date you want to manage. You might also see a + Add New or New Event button somewhere on the page – clicking that will also open up the entry form.
Fill in the Details: A pop-up window or a new section will appear, asking for some info. This is where you tell the calendar what's happening!
Title/Event Name: Give it a clear name, like "Morning Kayak Tour Available," "Yoga Class Slot," or "Staff Training – No Bookings."
Type: You might have options to select if this is an "Available Slot," a "Booked Event," or a "Blocked Out" period. Choose the one that fits.
Start & End Time: This is really important! Set the exact time your availability begins and ends. If it's an all-day event or block-out, there might be an "All Day" checkbox you can tick.
Description (Optional): Add any extra notes for yourself or your team, like "Requires 2 guides" or "Equipment maintenance."
Repeat/Recurrence (Optional): If this is something that happens regularly (e.g., a tour every Tuesday morning, or you're closed every Sunday), look for an option to set it as a recurring event. This saves you from having to add it manually each time!
Assign to a Resource (If Applicable): If you manage multiple tours, rooms, or resources, you might need to select which specific item this availability or block-out applies to.
Review and Save: Double-check all the details to make sure they're correct. Then, click the Save or Create Event button. You'll see your new entry appear on your calendar!
Editing or Deleting an Existing Entry:
Find the Entry: Locate the event or availability slot you want to change on your calendar.
Click on It: Click on the entry you wish to edit. A pop-up or detail panel will usually appear.
Make Your Changes: You'll see options to edit the details (like time, title, description).
Save or Delete: If you've made changes, click Save or Update Event. If you no longer need the entry, look for a Delete or Remove Event button and click it. You'll usually be asked to confirm, just to make sure!
Tips
Block Out Your Personal Time First: Before you even think about bookings, schedule in your own holidays, days off, and important family events. This ensures you protect your precious downtime.
Be Proactive with Maintenance: Schedule regular maintenance for your equipment, vehicles, or premises in advance. Block out that time so you don't accidentally book a tour when something is out of action.
Consider Buffer Times: If your activities require setup or pack-down, or travel between locations, build in a little extra time between bookings. This prevents rushed transitions and keeps everyone happy.
Use the Description Field: Don't be shy about adding notes to your entries. "Staff meeting," "Kayak cleaning," or "Special request – early start" can be super helpful reminders.
Regularly Review Your Calendar: Take a few minutes each week (or even daily) to quickly glance over your upcoming schedule. This helps you spot potential conflicts or opportunities to open up more availability.
Communicate with Your Team: If you have staff, ensure they know how to view the calendar and understand the booking process. Clear communication is key!
Embrace Recurring Events: For regular tours or activities, using the recurring event feature is a massive time-saver. Set it once, and forget about manually adding it every week.
Need help?
For further assistance, contact us at [email protected]