Using Calendar View for Rentals in Captivation Hub – Captivation Hub

Calendar View in Rentals is your visual hub for managing bookings, blocked slots, and listing availability all in one place. This guide walks you through how to navigate the calendar, filter and organize what you see, and create new bookings directly from the screen.

What Is Calendar View for Rentals?

Calendar View gives you a visual timeline of every booking and listing availability in your Captivation Hub account. It helps you quickly spot occupied slots, open periods, and overlapping reservations across listings or variants. The refreshed layout offers more space, streamlined filters, and improved readability for managing high booking volumes.

With Calendar View, you can:

See every booking across listings, days, or weeks at a glance.
Filter listings and bookings by category, status, or payment state.
Create new bookings directly from the calendar.
Quickly open and edit existing bookings.

Key Benefits of Calendar View

At-a-glance planning. See bookings by day, week, or month to spot gaps and overlaps quickly.
Focused context. Keep listings, variants, and rental statuses separate from Meetings and Services.
Smart filtering. Narrow by listing, category, booking status, or payment status to triage operations.
Faster booking intake. Create new bookings directly from the calendar and open existing ones in a click.
Consistency across tools. Items you create here appear instantly in Appointments (List) View, keeping ops in sync.

Scheduling Types in Calendar View

Calendar View in Rentals supports multiple scheduling types across Captivation Hub so different calendar experiences can coexist without overlap. Rentals is built as its own dedicated scheduling type, separate from Meetings or Services.

Scheduling Types Overview

Meetings

Best for sales calendars, classes, and personal or collective scheduling.
Covers existing calendar types like personal, round robin, collective, and class calendars.
Designed for teams or individuals managing client meetings or internal sessions.

Services

Purpose-built for service-based businesses.
Supports advanced options like variations, add-ons, multiple services, and staff-specific pricing.
Helps manage bookings that involve staff, different service types, or multiple locations.

Rentals

A distinct scheduling type purpose-built for rental-based businesses.
Focuses on multi-day booking, availability tracking, and resource-based scheduling.
Supports advanced features like listing variants, inventory, and pricing adjustments over time.
Separate from Services, Rentals has its own booking flow, invoicing logic, and global configuration.

Enabling or Disabling Scheduling Types

Scheduling types are managed under Account Settings.

If only one type (for example, Rentals) is enabled, Calendar View automatically defaults to that type and hides the scheduling type selector.
If multiple scheduling types are enabled (for example, Meetings and Rentals), a dropdown appears at the top of Calendar View so you can switch between them.

How the View Changes

When you switch between scheduling types using the dropdown:

The layout and filter options adjust to match the selected scheduling type.
Each type displays only its own relevant bookings, blocked slots, and filters so there's no cross-type confusion.
For example, Rentals shows listings, variants, and rental bookings, while Meetings shows appointments.

Note: The Calendar View Enhancements (Labs Flag) is automatically enabled when Rentals is active.

How to Access the Calendar View

Navigate to Calendars → Calendar View.
In the dropdown at the top, select Rentals.
Use the Day, Week, or Month toggle to switch between views.

Tip: Use Today to instantly jump back to the current date from any view.

Understanding the Calendar View

Calendar View is divided into three key sections.

1. Listings (Left Side)

Displays all listings and their variants in a collapsible list.
Each listing name expands to show its variants (if applicable).
The panel lets you visually match listings with their active bookings.

2. Calendar Grid (Center)

Displays bookings across the selected timeline.
Each booking block represents one booked interval.
Hovering over a booking shows a tooltip with details: customer name, listing, duration, and booking status.
Color-coded blocks show booking status:
- Light Blue: Booked
- Blue: Active
- Green: Completed
- Red: Canceled
- Gray Unfilled: Unconfirmed
Click any booking block to open Booking Details.

3. Manage View Panel (Collapsible)

Controls filters and display preferences.
Lets you refine what appears on the calendar using multiple filter categories.

Navigation Controls

The top navigation bar gives you quick control over how you view and manage bookings.

Today: Jump to the current date instantly.
Date Picker / Arrows: Move forward or backward in time.
Day / Week / Month View: Switch between granular and broad timeline views.
Rentals Dropdown: Toggle between modules like Services and Rentals.
Manage View: Open filters and customization options for the calendar.
+ New: Create a new booking directly from the calendar.

Tip: Day and Week views are ideal for operational planning. Month View gives you a high-level look at availability and occupancy trends.

Using Manage View

The Manage View panel lets you filter bookings and listings so you can focus on the data that matters most.

View by Type

All: Displays both bookings and blocked slots.
Bookings: Displays rental bookings only.
Blocked Slots: Displays manually blocked availability slots and any imported third-party blocks.

Filters Available

Listings: Select specific listings or variants to display.
Categories: Filter bookings by category (for example, Apartments, Vehicles, Equipment).
Status: Filter by booking status (Unconfirmed, Booked, Active, Completed, or Canceled).
Payment Status: Filter bookings by payment progress (Pending, Partially Paid, or Paid).

Use Search to quickly find listings, categories, or statuses, and Clear All to reset filters.

Booking Display and Interaction

Each booking shows as a colored block in the grid.
Hover over a block to see a summary tooltip (customer name, booking ID, dates, status).
Click a booking to open its detailed view.
The calendar dynamically expands in size if more than one booking exists for the same listing or variant.

Note: The timezone displayed here matches the timezone you've set under My Profile for View Appointments In.

Creating a Booking from Calendar View

Admins can create new bookings directly from the calendar using either the + New button or by dragging across available dates in the calendar grid.

Method 1 - Use the + New Button

Click the + New button in the top-right corner.
Fill out booking details (customer, listings, duration, etc.).
Save the booking.

The new booking will appear on the calendar right away and sync with the Appointments View.

Tip: Creating bookings directly from Calendar View helps make sure everything aligns with listing availability.

Method 2 - Drag to Create

Click and drag across future dates or time slots within a listing row.
Release the mouse to open the booking creation panel. The selected start and end date/time will be pre-filled.
Complete the booking details and click Create Booking.

Important: Drag-to-create only works for future dates. It's not supported for past dates or the current date. To create a booking for today, use the + New button instead.

Blocked Slots

Blocked slots let you take a listing off the market without creating a customer booking or order. Once created, the listing becomes unavailable for the selected duration and availability updates across booking flows.

To create a blocked slot, set Event Type to Blocked slot when creating a booking.

Example: If a car is undergoing maintenance, a blocked slot makes sure no bookings can overlap with that window.

Best Practices

Use Week View for operational clarity when managing multiple listings.
Hover over bookings to quickly preview details without leaving the calendar.
Use Manage View → Categories or Status filters to simplify the view during peak seasons.

Frequently Asked Questions

Q: Can I edit or drag bookings directly on the calendar?
Right now, bookings can only be edited by clicking the booking block and opening the Edit Booking page.

Q: What does each color represent?
Colors reflect booking status: Light Blue for Booked, Blue for Active, Green for Completed, Red for Canceled, and Gray (Unfilled) for Unconfirmed.

Q: Can I hide blocked slots?
Yes. Use Manage View → View by Type → Bookings to show only confirmed bookings.

Q: Do calendar updates appear in real time?
Yes. The calendar automatically refreshes for all users with active sessions.

Q: My listings aren't visible. What should I do?
Check your Manage View filters. You may have certain listings, statuses, or payment filters applied.

Q: I got a new booking on a third-party platform, but it's not showing on the calendar view.
Bookings sync automatically from external platforms every few hours. To manually re-sync and import bookings, go to the specific listing, click Edit, open the Calendar Sync tab, and click the Refresh icon next to the imported calendar.

If anything isn't behaving the way you'd expect, reach out to our support team and we'll take a look with you.