The Calendar is where you can view and manage all work scheduled in your workshop. It helps you plan your day or week, allocate work to technicians, and easily move bookings to different times or days. This article covers how the Calendar works and how to use the Daily and Weekly Views to stay organised.

The Calendar has two viewing modes designed to help you understand your workload at a glance. You can switch between Daily and Weekly using the buttons at the top right of the screen.

The Daily and Weekly Views share several features that help you work efficiently:

Job tiles in both Calendar views include a small coloured ribbon in the bottom left corner. These ribbons help you recognise progress at a glance once work has begun or the customer has arrived.

The ribbon colours are:

Jobs in the Booked stage do not display a ribbon.

You can switch between the Daily and Weekly Views, and turn the Daily View timeline on or off, without touching the mouse.

On a Mac, use Command instead of Ctrl.

Hovering over the Daily or Weekly buttons, or the Timeline switch, at the top of the screen shows a tooltip with the shortcut, so it's easy to find without needing to remember it.

These shortcuts only work while you have the Calendar open, and will not respond if your cursor is in a text field such as a note or search box.

The Daily View shows all jobs for the selected day in individual columns for each technician. You can show the day as a timeline or as a simple list of job cards, see Timeline On or Off below.

Each technician has their own column. You can drag and drop jobs between technicians or adjust the job's timing within a column. Unallocated jobs appear in a dedicated column on the left, and you can drag these into any technician's schedule.

Daily notes appear above the Add Booking button in the Unallocated Jobs column. Clicking the note area opens a window where you can enter or edit the note for that day. Hovering over the note preview displays a detailed pop-up showing the full daily note at the top, followed by any system entries for staff leave beneath it.

You can also click the technician icon on a job in the Unallocated Jobs column and choose a technician from the list. The job is added to that technician's day on the job's booking date, for as long as its estimated hours, in the next available spot. Drag the job in the Calendar if you want to change its time.

If you have loan cars set up, the header of the Unallocated Jobs column also shows a car icon with a number on it, which is how many loan cars are available that day. Hover over the icon to see their registrations. See Managing Loan Cars for more.

By default, the Daily View shows each job as a block on a timeline, sized to match how long the job is booked for. Shorter jobs can end up as small blocks that do not show everything on the card, so you may need to click or hover over them to see the full details.

If your workshop does not work to set times, you can turn the timeline off. Each technician's column then becomes a simple list of job cards, so you can see the customer, vehicle and services on every job at a glance. This suits workshops that work through a list of vehicles in their own order of priority, for example based on pick-up and drop-off times.

Screenshot of Daily Diary with timeline disabled:

Use the sort option at the top of the Unallocated Jobs column to control the order jobs appear in. You can sort by Drop Off time, Pick Up time, or Job No, so the column is arranged the way that best suits your workshop.

You can move a job to a different time slot by dragging the tile, or resize the booking by dragging the top or bottom edge of the tile to make it shorter or longer. The start time and duration of a job are controlled by its placement and the Est. HRS field, respectively. Dragging or resizing only changes the visual representation in the Calendar and does not update the Est. HRS field unless manually adjusted.

It is worth noting that this does not update the Est. HRS value inside the job itself, it only changes how the booking appears in the Calendar. However, it will affect the capacity displayed for that day and technician. If you want the job's estimated hours to reflect the change, update the Est. HRS field in the job header directly. The Est. HRS field is a key control for job duration in the Calendar. Adjusting this field directly in the job header ensures that the booking block length aligns with the actual estimated hours for the job.

Right‑click on any time slot to add a New Booking or add New Leave:

Hover your mouse over the key icon to view booking and pickup times. The key icon turns red if the job is placed outside its valid time window:

Job tiles in the Daily View display the same coloured status ribbons described earlier.

The Weekly View shows all jobs for the selected week, separated into individual columns for each day of the week. This layout makes it easy to plan your workload across multiple days and understand overall capacity.

The Weekly View can be pinned to start from any day, not just Monday. This is handy if you want to drag a job from Friday into the following Tuesday without the week resetting underneath it.

Click the menu on any day's heading and select Show week from this date to pin the Weekly View to that day:

The option hides itself on whichever day is already the start of the displayed week.

At the top of each day's column you will see:

Below the bar, the % booked value and the total hours available for the day are displayed. These indicators help you quickly assess how busy each day is.

Below the capacity details is the Daily Notes area.

If no note exists, it shows "Click to add notes". If a note has been added, a preview appears here.

Clicking the note area opens a window where you can enter or edit a note. Hovering your mouse over the preview displays a detailed pop-up showing the full daily note at the top, followed by any system entries for staff leave beneath it.

Bookings appear beneath the notes in time‑slot order. Each booking tile displays:

You can drag and drop bookings between days to reorganise the week.

In the top right corner of each booking tile is an icon showing the initials of the technician assigned to the job. Clicking this icon allows you to reassign the job to another technician.

Job tiles in the Weekly View also display the coloured status ribbons described earlier, helping you quickly recognise job progress across the week.