Calendar General Overview

Easy Scheduling and Dispatching

The OctopusPro calendar speeds up the booking process by allowing you to view and manage the availability of your fieldworkers using integrated live calendars. You can easily schedule or reassign jobs to your fieldworkers by simply dragging and dropping between timelines on your calendar overview, so you are able to thoroughly manage your calendar and scheduling with ease. 

With OctopusPro, you are also able to personalize your calendar with filters to quickly view what’s important and relevant when filtering bookings by state, city, fieldworker, booking status, customer labels, and more.                 

When a booking is made on the system, it will automatically appear in the calendar to let admin users know that the fieldworker is unavailable for other bookings at this time, bookings are due to go ahead each day so that you can keep track of your upcoming bookings and easily access them and even directly reschedule bookings from your calendar if there’s an issue on the day. 

You can also link your personal calendar with your OctopusPro calendar and manage both calendars together faster and easier to schedule events without having to jump between different calendars.

Table of Contents

How to use the month view, week view, day view, and list view in your OctopusPro calendar.

OctopusPro gives you the flexibility to view your work the way that fits you best, there are different calendar view types to select from: 

  1. Month view
  2. Week view
  3. Day view
  4. List view                                    
Month view:

The month view will be the default view on your calendar, it displays all the bookings scheduled in January (the current month) in blocks as shown in the image below, it is a more general view, displaying the monthly calendar. You can use the arrows on the top left of the page, to go forward a month or back a month.

The system automatically filters the local calendar to show all upcoming bookings for the current month. 

Week view:

The system automatically filters the local calendar to show all upcoming bookings for the current month. However, users can choose to filter the calendar to display their bookings in a week view. To do this: 

  1. Go to your Calendar 
  2. At the right of the page, select week to show bookings for the current week

The week view displays all the bookings scheduled in the current week in blocks as shown in the image below, it is a more detailed view, displaying the days of the week and the hours of the day. You can use the arrows to go forward a week or back a week.

Your calendar will view all upcoming bookings held each selected week. You can click on the calendar icon to pick a day, month, and even a year to view upcoming bookings on.

Day view:

The system automatically filters the local calendar to show all upcoming bookings for the current month. However, users can choose to filter the calendar to display their bookings in a day view. To do this: 

  1. Go to your Calendar 
  2. At the right of the page, select day to show bookings for the current day

The day view displays all the bookings scheduled on the current day in blocks as shown in the image below, it is a more detailed view, displaying the hours of the day and fieldworkers with assigned bookings on that day. You can use the arrows to go forward a day or back a day.

You can also click on the calendar icon, then pick a day to view all upcoming bookings on that day and the fieldworkers assigned.

List view:

The system automatically filters the local calendar to show all upcoming bookings for the current month. However, users can choose to filter the calendar to view upcoming bookings in a list view. To do this: 

  1. Go to your Calendar 
  2. At the right of the page, select list to show upcoming bookings for the week in a list view.

The list view lists all the scheduled booking appointments in a list, it views all bookings with their scheduled date. You can use the 2 arrows to go forward and view more upcoming scheduled appointments, or go back and view attended scheduled appointments. You can also click on the calendar icon, and pick a month, and day to view all the scheduled booking appointments on. The list view will display all upcoming bookings including the booking date, time, status, assigned fieldworker, and the total price of the booking.

View fieldworker label on the calendar day view

On your calendar day view, you can easily view all your fieldworkers, with their added labels. So, if your fieldworker has labels added to their profile, they will appear in the calendar under their name, as shown below. 

So, if your fieldworker has a label or many labels added to their profile, you can view it/them on your calendar day view under their display name.

To add a new label to your fieldworker profile, click on the Actions button, then click on Add label. You can add an existing label or create a new one. 

How to add a new booking to the calendar?

On your calendar overview, click on the date you want to schedule a booking.

A popup window will appear, click on + Add Booking. You will be redirected to the create a new booking page, to enter your booking details and schedule a booking appointment.

How to add an unavailable time slot for a specific fieldworker or multiple fieldworkers on your calendar?

On your calendar overview, click on the date you want to mark as unavailable for your fieldworker.

A popup window will appear, click on Unavailable.

Another pop-up window will appear to add all the details. Select a fieldworker from the dropdown list, enter the hours of the day the fieldworker will be unavailable, or you can switch the toggle button to All day if the fieldworker will be unavailable all day. 

Click Save to add the unavailable time event for your fieldworker on your calendar.

You can also add an unavailable event on the calendar for two fieldworkers or more. To do that:

On your calendar overview, click on the date you wish to schedule an unavailable time slot in or the day you wish to mark as unavailable for more than one fieldworker.

A popup window will appear, click on Unavailable.

Another pop-up window will appear to add all the details. Select the fieldworkers from the dropdown list, enter the hours of the day the fieldworkers will be unavailable, so pick the time range, or you can switch the toggle button to All day if the fieldworkers will be unavailable all day.

Click Save to add the unavailable time for your fieldworkers on your calendar. 

How to add an unavailable event to the calendar for your company?

You can add unavailable hours of the day for your company, which means no bookings will be scheduled during these hours, or you can add an unavailable day for your company. To do that: 

On your calendar overview, click on the date you want to mark unavailable hours, or the day you wish to mark as unavailable for your company.

A popup window will appear, click on Unavailable.

Another pop-up window will appear to add all the details. Select your general fieldworker from the dropdown list, as your general fieldworker calendar acts as the default calendar for your business. Enter the hours of the day your company will be unavailable, so pick the time range, or you can switch the toggle button to All day if your company will be unavailable all day.

Click Save to add the unavailable time for your company or business on your calendar. 

How to change appointment scheduled time in day view?

You can easily change the scheduled time for your bookings. On your calendar overview, make sure it’s on the daily view. Click on the booking you wish to reschedule the time of, and on the same column, simply drag the booking to the other available time slot. 

The booking will be rescheduled, and the calendar will be automatically updated.

Your customer will then receive an email, informing them that their booking has been rescheduled.

To view the booking information on the calendar, simply click on the scheduled booking. A popup window will appear and all the booking details including the fieldworker assigned, the booking number, status, start and end time, the customer name, address, the service booked, and the price of the booking.

You can also click on Edit, to be redirected to the edit booking page, to edit any of the booking details. Or, click on View to be redirected to the booking view page. 

How to change an assigned fieldworker in day view by dragging and dropping the booking between fieldworkers?

You can easily reassign a booking to a different fieldworker directly from your calendar. To do that, on your calendar overview, make sure you have the day view selected. You will be able to view all fieldworkers assigned bookings on the current day. To change the assigned fieldworker to a booking to a different fieldworker, click on the scheduled booking, drag, and place the booking on the column of your different selected fieldworker. The fieldworker must be available during the booking scheduled hours to accept the booking.

After dragging and dropping the scheduled booking appointment to the other fieldworker’s column, the booking will automatically be reassigned to the other fieldworker, and the calendar will be updated. 

For the booking to be reassigned successfully, the selected fieldworker must be available during the scheduled booking hours and must be able to provide the selected service for this booking.

How to view unavailable time for each fieldworker in day view?

You can view unavailable time for each fieldworker in the day view, all unavailable times will be listed on the calendar under each fieldworkers column, click on the highlighted time slot to view more details about the unavailable time for each fieldworker. Upon clicking on it, a popup window will appear, viewing the unavailable times, and date, the reason if available and the day the added unavailable hours were created.

As an admin user, you have the ability to edit or delete it.

How to view unavailable time for each fieldworker when filtering by a fieldworker?

On your calendar, you can filter which bookings you only want to display. To do that, 

from your calendar day view, on the top right side of the page click on Filters.

A popup window will appear, select the fieldworker you want to view their unavailable times, you can search by typing in their name, or scrolling down through the dropdown list. After selecting a fieldworker, click Filter.

You will be able to view all the unavailable hours of the day for the fieldworker you have selected.

Click on the highlighted unavailable hours to view more details. Upon clicking on it, a popup window will appear including the full date and day hours when the fieldworker will be unavailable for bookings, the reason the fieldworker will be unavailable during these hours, and the date the unavailable time was created. As an admin user, you are able to edit or delete it.

How to view scheduled bookings on a specific date?

You can pick a specific date to view all bookings held on that day. To do that:

On your calendar on the day view, click on the calendar icon, and use the small arrows to go forward or backward a month, you can even click on the year to pick a specific year, then pick the day you want to view the scheduled bookings on.                                                                                                                                                                                     

Your calendar will view all bookings scheduled on the date you have picked and each fieldworker assigned with bookings on that day.

How to view a Fieldworker’s Calendar?

A fieldworker’s calendar shows their availability and bookings. You can view any fieldworker’s calendar easily from the ‘Fieldworkers’ page. To do this:

  1. From the main menu, go to Fieldworkers
  2. On the profile of the fieldworker whose calendar you want to view, hover over their display name
  3. Click on View calendar

How to directly contact a fieldworker from the calendar?

You can contact your fieldworkers directly from your OctopusPro calendar. To do that, go to your calendar and click on any booking, you will be able to view the fieldworker assigned to the selected booking, click on the fieldworker’s display name, and a popup window will appear, including the fieldworker’s details, you can view their calendar, or you can view their profile.

From the calendar popup, you can also contact your fieldworker via SMS or Email or even directly call them.

How to duplicate a booking directly from the calendar?

You can duplicate bookings directly from your calendar. To do that, go to your calendar, click on any booking, then click on the actions button on the calendar pop-up, to duplicate the selected booking, click on Duplicate booking

Upon clicking on Duplicate booking, you will be redirected to the add a new booking page, to verify the booking details, and click on save to duplicate the booking.

How to repeat a booking directly from the calendar?

You can repeat bookings directly from your calendar. To do that, go to your calendar, click on any booking, then click on the actions button on the calendar pop-up, to repeat the selected booking, click on Repeat booking

Another pop-up window will appear, fill in your desired details, then click on create booking/s. To learn more about repeating a booking, visit repeat a booking user guide. 

How to add a payment to a booking from the calendar?

You can add payments to your bookings directly from the calendar. To do that, go to your calendar, click on your desired booking, then click on the actions button from your calendar popup, to add a payment to the selected booking, click on Add payment

To learn more about adding a payment to a booking, visit the user guide page for add a payment to a booking.

How to add a label to a booking from the calendar?

You can add labels to your bookings directly from the calendar. To do that, go to your calendar, click on your desired booking, then click on the actions button from your calendar popup, to add a label to the selected booking, click on Add label

A popup window will appear, you can add a label to the booking by selecting one from your existing labels or create a new one by clicking on Add Label.

How to add a new complaint for a booking from the calendar?

You can add a new complaint to your bookings directly from the calendar. To do that, go to your calendar, click on your desired booking, then click on the actions button from your calendar popup, to add a new complaint to the selected booking, click on Add complaint

A popup window will appear to add your complaint, select your complaint type, deferred date, and comment, then click on submit to add the complaint. 

To learn more about adding a complaint to a booking, visit the user guide page for Add a new complaint to a booking

How to set a deposit amount for a booking from the calendar?

You can set a deposit amount for your bookings directly from the calendar. To do that, go to your calendar, click on your desired booking, then click on the actions button from your calendar popup, to set a deposit amount to your selected booking click on Set deposit amount

How to filter bookings on your calendar by service?

On your calendar, you can filter the displayed bookings by services. To do that, from your calendar overview, on the top right side of the page click on Filters.

A popup window will appear, select the service from the dropdown list. For example, if you want to display on your calendar only bookings with the selected service “Cleaning & Sealing”, select the service Cleaning & Sealing. Then click Filter.

Your calendar will only display bookings this month with selected service “Cleaning & Sealing”

To view the details of any booking, simply click on it, and a popup window will appear including all the booking details. Click on EDIT to be redirected to the edit booking page, to edit any of the booking details. Or, click on VIEW to be redirected to the booking view page.

You can also select to filter by one service or more. After clicking on Filter, 

How to filter bookings on your calendar by booking status?

On your calendar, you can filter the displayed bookings by status. To do that, from your calendar overview, on the top right side of the page click on Filters.

A popup window will appear, select the booking status from the dropdown list. For example, if you want to display on your calendar only bookings that are completed, select the booking status COMPLETED. Then click Filter.

Your calendar will only display bookings with booking status: COMPLETED.

To view the details of any booking, simply click on it, and a popup window will appear including all the booking details. Click on EDIT to be redirected to the edit booking page, to edit any of the booking details. Or, click on VIEW to be redirected to the booking view page.

You can also pick more than one booking status. So your calendar will filter all the displayed bookings with the statuses you have selected.

How to filter bookings on your calendar by location?

On your calendar, you can filter the displayed bookings by location. To do that, from your calendar overview, on the top right side of the page click on Filters.

A popup window will appear, select the State/Region and Town/City, to filter the displayed bookings on your calendar to bookings that only take place at the selected location. 

So for example, if you want to limit the displayed bookings with locations set in Sydney, select it from the drop-down list. You can pick more than one state or more than one city. Then click Filter.

So, the calendar will only display bookings taking place or bookings that have taken place in Sydney, NSW.

How to filter bookings on your calendar by a fieldworker’s status?

On your calendar, you can filter the displayed bookings by your fieldworkers’ status. To do that, from your calendar overview, on the top right side of the page click on Filters.

A popup window will appear, from the dropdown menu, select the fieldworker status. So for example, if you want to display on your calendar bookings assigned to all active fieldworkers, select Active from the dropdown list. Then click on Filter.

Your calendar will only display bookings assigned to all active fieldworkers.

How to filter bookings on your calendar by fieldworker?

On your calendar, you can filter the displayed bookings by one or more fieldworkers. To do that, from your calendar overview, on the top right side of the page click on Filters.

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A popup window will appear, you can select one or more fieldworkers from the dropdown list. The calendar will only display upcoming bookings which are assigned to the fieldworker/fieldworkers you have selected. Then, click on Filter. 

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Upon clicking on filter, the calendar will only display scheduled bookings that are assigned by the fieldworkers that you have selected. 

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How to filter bookings on your calendar by customer label?

You can filter the displayed bookings on your calendar by customer labels you have set. To do that, from your calendar overview, on the top right side of the page click on Filters.

A popup window will appear, from the dropdown menu, select the customer label. You can select more than one label. So for example, if you want to display on your calendar bookings scheduled for customers labeled “Already in Email” click on it and then click Filter

Your calendar will only display bookings scheduled to customers with label “Already in Email”

How to filter bookings on your calendar by fieldworker label?

You can filter the displayed bookings on your calendar by fieldworker labels you have set. To do that, from your calendar overview, on the top right side of the page click on Filters.

A popup window will appear, from the dropdown menu, select the fieldworker label. You can select more than one label. So for example, if you want to display on your calendar bookings assigned to fieldworkers labeled “Quoted via Email” click on it and then click Filter

Your calendar will only display bookings assigned to fieldworkers with label “Quoted via Email”

How to filter bookings on your calendar by assignment status?

You can filter the displayed bookings on your calendar by assignment status. To do that, from your calendar overview, on the top right side of the page click on Filters.

A popup window will appear, from the dropdown menu, select the assignment status.

You will have three options to select from:

  1. Accepted: When a booking job request is sent to a fieldworker, and they accept the booking request, the booking will be added to their calendar and the assignment status will be: Accepted. 
  2. Pending: When a booking is assigned to a fieldworker, and the fieldworker has received the booking request but hasn’t accepted or declined it, the assignment status will be: Pending.
  3. Declined: The fieldworker has received the job request and has declined it, the assignment status will be: Declined. 

So for example, if you want your calendar to only view bookings with assignment status accepted, select Accepted from the dropdown list and click Filter.

Your calendar will only display bookings with assignment status: Accepted.

How to filter bookings on your calendar by payment status?

You can filter the displayed bookings on your calendar by booking payment status. To do that, from your calendar overview, on the top right side of the page click on Filters.

A popup window will appear, from the dropdown menu, select the payment status.

So for example, if you want your calendar to only view bookings with payment status: Unpaid, click on it and click Filter.

Your calendar will only display bookings with payment status: Unpaid.

How to sync OctopusPro calendar with google calendar?

If your business uses Google Calendar which you would like to sync with your OctopusPro calendar, you can sync them by connecting your business Google Calendar with your general fieldworker profile, which acts as the default calendar for your business. Once connected, you can manage both calendars together with ease and schedule events without having to jump between different calendars.

  • From the calendar overview page, select the general fieldworker from the list of fieldworkers in the filters popup.

Then click Filter.

Press Send invitation to connect Google Calendar to OctopusPro which appears at the top of the calendar.

An email form will appear as a popup, which will be sent to the email related to the general fieldworker to grant permission to add reminders to their Google Calendar.

Click Send.

After the email is received, upon pressing on Grant Permission, your OctopusPro calendar will sync with your google calendar.  Any events or new bookings added will be seen through both calendars.

For more information please visit Octopuspro user guide, and subscribe to our youtube channel.

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