With Calendar, you can have a full look at all rooms and bookings statuses, then make an easy management. This article will help you understand the Front Desk Calendar thoroughly.
To access Front Desk Calendar, you need to activate Front Desk first. If you have not activated this solution, please contact our Hotel Link Sales team for further assistance.
Go to Front Desk > Calendar
On this page, you will see a calendar as following:
Data of Calendar
(1) Calendar View Mode: The default view mode of calendar is the last 2 weeks till
the yesterday. You can choose the start stay date to check calendar with the options of 2-week or 4-week view mode.
(2) Actions menu: You have 5 options to choose from in this menu:
- Settings: In settings window, you can set check-in/check-out or allocate bookings automatically or manually (click here for more details). Besides, you can set display rates or not on Calendar (to learn more, click here).
- Retrieve OTA booking: If you have activated the connection with OTAs, you can see this option. In case there are missing bookings from OTAs, you can use this function to manually get the bookings. To know how, click here.
- Create room closure: If you decide not to sell specific rooms on the system for any reason (like maintenance, out of service, etc.), you can use this function. To learn more, click here.
- Create booking: You can easily create an offline booking with this button.
- Export to Excel: You can export this calendar current view to Excel to take note or manage bookings.
(3) Room status: There are 4 statuses that will match with the room column on the left. This function is designed to assist housekeepers in tracking room cleaning statuses. To learn more about Housekeeping and room status settings, click here.
- Clean: To mark the room clean
- Dirty: To mark the room dirty
- Check: To mark the room need to be checked
- Unavailable: This status will automatically appear when you create room closure.
(4) Colors of bookings' chips: You can see bookings with different colors on the calendar with different meanings:
- Booking status:
- Grey: Booking completed – the guest has checked out.
- Blue: Booking in progress – the guest has checked in and is currently staying.
- Green: Upcoming booking – reservation confirmed, but the guest has not checked in yet.
- Dark brown: Room closed – not available for booking.
- Light brown: Booking is unsettled due to incomplete payment.
- Payment status:
- Orange on booking: Booking is paid partially.
- Red on booking: Booking has not been paid yet.
(5) Room Occupancy: The daily room occupancy figures are shown in the bottom of the calendar. These figures are also displayed on Dashboard for a quick look and summary.
For example: 23 June 2025:
Room name setup
On the left column, you can see the room names based on your rooms created in Booking Engine. You can set the name for each room rather than using general room type for easier management. To set and edit room names, click here.
Change the room type for booking
You can change the booking allocation from a room to another room within the same room type or even in the different room type. In the same room type, you can drag and drop the booking to the new room position. In the different room type, the extranet will open the booking in order to facilitate the room type change.
Booking Actions
When you right click on any booking on the Calendar, you can see and select some options quickly like:
- View Booking: You will be redirected to the booking details of the booking.
- Edit Guest Details: To edit guest profile.
- Edit room: To edit booking item including changing room, booking value, booking status,...
- Add Extra: To add booking extra.
- Add Payment: To add new payment. It can be partial or full amount depending on you.
- Edit Additional Notes: To add additional notes.
- Check-in guest: To quickly check in guest.
- Check-out guest: To quickly check out guest.
- Download Invoice: To download booking invoice.