Calendar List View (Bookings List)
The Calendar List View (also called the Bookings List) lets you manage bookings in a clean, scrollable list instead of a grid calendar. It’s ideal for fast dispatching, daily run sheets, and quickly scanning what’s coming up—without switching between days or weeks.
What you can do in List View
- Scan bookings faster with bookings grouped by date and shown in a single timeline-style list.
- Switch between Upcoming and Past bookings for planning vs. history and follow-ups.
- Sort, filter, refresh, and expand details to find exactly what you need in seconds.
- Open and manage bookings using quick actions (View, Edit, Duplicate, Add discussion, Add label, Delete) based on your permissions.
- Use multi-select + bulk actions to manage multiple bookings at once (where enabled).
- Handle flexible scheduling using “No specified time”, Part of day, or All day scheduling.
Accessing the Calendar List View
- Go to Bookings (or Calendar, depending on your menu).
- Use the view toggle at the top-right to switch between:
- List (Bookings List View)
- Calendar (Month/Week/Day views)
- Map (where enabled)
Tip: Use List View for dispatching and operational planning, and switch to Week/Day View when you need time-slot scheduling or rescheduling by dragging bookings to different dates/times.
Understanding the List View layout
List View is designed to show the most important booking information at a glance:
- Upcoming / Past tabs: Quickly switch between future bookings and completed/historical bookings.
- Count badge: The number shown beside a tab (for example, Upcoming (107)) indicates how many bookings match your current filters.
- Grouped by date: Bookings are displayed under a date heading for quick scanning.
- Booking summary row/card: Common fields include:
- Booking number (clickable)
- Workflow status (e.g., To Do / In Progress / Attended)
- Customer name
- Confirmation indicator (e.g., Confirmed)
- Payment chips where applicable (e.g., Deposit paid)
- Assigned fieldworker response where applicable (e.g., Accepted / Pending)
- Expand arrow: Expand a booking to see dispatch-friendly details (fieldworker, address, invoice link, and more).
- Quick actions menu (⋮): Manage the booking without opening the full booking page.
Upcoming vs Past (Planning vs History)
In Calendar List View, bookings are separated into two tabs:
- Upcoming: Future bookings that are scheduled or in progress (ideal for dispatch and daily planning).
- Past: Completed or historical bookings (ideal for follow-ups, reporting, and auditing).
Tip: Use Past to quickly locate completed bookings for invoicing, payments, disputes, warranty work, or internal review.
Sorting, refreshing, and filtering
Refresh
Select the refresh button to reload the list and ensure you’re seeing the latest updates (new bookings, status changes, assignments, payments, etc.).
Sort
Use Sort to change the order of bookings (for example, Earliest date). Sorting options may vary by account configuration and permissions.
Filter
Select Filter to narrow the list to exactly what you want to see. Filter options can vary, but commonly include:
- Date range (or a specific day/week range where enabled)
- Service / service category
- Workflow status (e.g., To Do, In Progress, Completed)
- Assignment / dispatch status (e.g., assigned, unassigned, accepted, pending)
- Fieldworker / technician
- Location / area / branch
- Payment status (e.g., paid, unpaid, deposit paid)
- Labels / tags (e.g., VIP, Urgent, Warranty)
After applying filters, the list updates to show only bookings that match your criteria.
Clearing filters
If you have multiple filters applied, use Clear all to reset your view and return to the default list.
Selecting multiple bookings (Bulk actions)
List View includes a checkbox column so you can select one or more bookings and apply bulk actions (available options depend on your role permissions and account configuration).
- Select one booking: tick the checkbox on that booking row/card.
- Select all: use the checkbox in the header.
- Bulk actions menu: use the dropdown beside the header checkbox to apply actions to the selected bookings (options vary by account configuration and permissions).
Understanding badges and status indicators
List View can show multiple indicators on each booking. These represent different parts of the workflow:
- Workflow status (e.g., To Do, In Progress, Attended): your operational stage for the booking.
- Booking confirmation status (e.g., Confirmed): whether the booking is confirmed in your workflow.
- Fieldworker response status (e.g., Accepted, Pending): whether the assigned technician/fieldworker has accepted the job request (where applicable).
Tip: Use these indicators together to quickly spot dispatch gaps (for example, bookings that are confirmed but still pending acceptance).
Labels, tags, and payment chips
Bookings may display labels/tags and payment-related chips directly in List View (for example, Deposit paid). These help you quickly identify priority work and filter your schedule.
- Use the booking ⋮ menu and select Add label to tag a booking (e.g., “Urgent”, “VIP”, “After-hours”, “Warranty”).
- Use Filter to narrow the list by labels/tags, payment chips, and other criteria.
Expanding bookings to view more details
Click the expand arrow on a booking (or select Expand all) to reveal additional details commonly used for dispatch and operations—without opening the full booking record.
What you can see in the expanded view
- Customer and assigned fieldworker/technician
- Job address
- Distance indicator (where enabled), such as distance from the assigned fieldworker
- Invoice link (e.g., INV-xxxxx) and billing summary (where applicable)
- Scheduled time window, service name, and pricing summary
Tip: Expand bookings when dispatching to quickly confirm the job location and technician assignment without leaving the list.
Viewing, editing, and quick actions
Open the booking
Click the booking number to open the full booking record and view all details (customer profile, notes, communications, payments, forms/checklists, and more).
Quick actions (⋮ menu)
Select the actions menu (⋮) to access common actions (available actions depend on your role permissions):
- View booking: Open the booking details page.
- Edit booking: Update customer details, address, service, schedule, and internal notes.
- Duplicate this booking: Create a copy to save time when scheduling similar recurring or repeat jobs.
- Add discussion: Start an internal discussion thread for office staff and fieldworkers (useful for handovers and updates).
- Add label: Tag the booking for priority, segmentation, and reporting.
- Delete: Remove the booking (if your permissions allow it).
Note: If you don’t see an action, it may be restricted by role permissions or booking rules in your account configuration.
Selecting a date range
Use the date selection tools (where available) to focus on the time period that matters most. This helps you plan weekly operations, review workload, and dispatch more efficiently.
- Select a date: Choose a day to jump to that time period.
- Review the range: The list refreshes to show bookings within the selected period, grouped by date.
Scheduling without a specific time (Part of day / All day)
Not all jobs need an exact appointment time. OctopusPro supports flexible scheduling so you can keep your calendar realistic while still dispatching efficiently.
No specified time (Part of day)
When creating or editing a booking, you can choose No specified time and select a Part of day (for example: Morning, Afternoon, Evening). This is useful for jobs where you provide a time window instead of a fixed start time.
Example use cases:
- Cleaning: “Any time in the afternoon” for a bond clean follow-up.
- Plumbing: “Morning window” for a non-urgent inspection.
- Mobile mechanic: “Early afternoon” while waiting for parts delivery.
- Veterinary/home visits: “Morning window” for non-critical check-ups.
All day
If the booking spans the entire day or doesn’t fit a defined window, set it to All day. It will display as an all-day booking and helps prevent overbooking that day.
Reordering bookings with drag and drop
List View supports drag-and-drop reordering for bookings that do not have a specific time:
- Part of day bookings: Reorder bookings within the same day and within the same part of day (e.g., reorder multiple “Morning” bookings).
- All day bookings: Reorder all-day bookings within the same day.
Important limitations
- Timed bookings can’t be reordered in List View because their order is defined by their scheduled time.
- Drag-and-drop does not change the booking date/time in List View. To reschedule a booking to a different day or time, open the booking and edit it, or use Calendar Week/Day View.
- You can’t reorder across different parts of day (e.g., moving an Afternoon booking above a Morning booking) to keep scheduling logical and consistent.
- All day bookings cannot be moved to a different date from List View. To move them, edit the booking or use Calendar Week/Month View.
Operational tips (best practices)
- Use filters + Expand all during dispatch to review a technician’s day quickly.
- Tag priority work with labels like “Urgent”, “VIP”, or “Warranty” to speed up dispatch decisions.
- Duplicate repeat jobs (e.g., maintenance, routine visits) to save time and keep service details consistent.
- Use Part of day to reduce scheduling friction when customers prefer a time window.
- Watch for gaps using confirmation + acceptance indicators (Confirmed but Pending is a common dispatch gap).
FAQs
Why can’t I see “Edit booking” or “Delete”?
These actions are controlled by role permissions and may also be restricted by booking rules in your account settings.
Can I move a booking to another day from List View?
List View is designed for viewing and operational management. To change the booking date/time, open the booking and edit it, or switch to Week/Day View (where available).
Why can’t I drag timed bookings?
Timed bookings are ordered by their scheduled time. Drag-and-drop reordering is only available for bookings without a specific time (Part of day / All day).
What’s the difference between “To Do”, “Confirmed”, and “Accepted”?
These are different indicators:
- To Do / In Progress / Attended = workflow stage
- Confirmed = confirmation status
- Accepted / Pending = fieldworker response to the job request (where applicable)
Related Articles
To make the most out of our calendar management tools, we recommend exploring the following resources. These articles provide further insights on how to use each feature effectively:
- Understand how to organize your schedule with Scheduling and Dispatching
- Learn about viewing your schedule from different perspectives:
- Discover how to expand your scheduling capabilities with:
- Customize your view by applying filters:
We’ve designed these guides to help you take full advantage of our tools and streamline your operations. Happy scheduling!
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