Bookings help you schedule upcoming tree-care work, assign the people and assets needed, and keep the work details easy to find. Use the Bookings Calendar to create, review, move, filter, duplicate, or update bookings, then open a booking to see its related work records.
Getting there
Open Bookings Calendar from your workspace. The calendar is available to managers and administrators. Staff and forepersons can open booking details when they have access to the booking record, but they may not see the calendar or editing controls.
To create a booking, select New on the calendar. You can also select a day on the calendar to start a booking for that date. To open an existing booking, select its calendar entry or use View Record from the entry’s menu.
Key concepts
A booking connects a job with a planned start date, end date, foreman, optional staff, and optional assets.
The calendar displays bookings as all-day work blocks. A booking can cover one day or several days.
Create Separate Booking for Each Calendar Day makes one independent booking for every day from the start date through the end date, including both dates. This option is limited to a maximum span of 365 days.
The booking address can be entered separately, or it may be filled from the selected job when available. The booking description appears on the booking and can help the crew understand the planned work.
Special precautions are supplied by the linked job and are read-only on the booking. Managers and administrators can see them on the booking details page.
Quote information, an external quote link, and shared attachments are controlled separately from ordinary booking details. When a manager or administrator enables Share quote or attachments with staff, assigned staff can see the shared material. The external quote link must start with https://.
A booking can have linked time sheets, site risk assessments, inspections, and photos. These related records are visible from the booking details page when available.
How to view bookings
Open Bookings Calendar.
Choose a month, week, or day view. Use the previous, next, and today controls to move around the calendar.
Select Filter to narrow the visible bookings. Available filters include job card, address, quote, client, status, date range, manager, foreman, staff, and assets.
Select a booking to open its details.
The calendar loads the date range currently in view. Move to another month or date range to see bookings there. On a phone, select a date or booking in the mobile calendar.
Managers and administrators can move a booking by dragging it to another date or resizing its date range. If the change cannot be saved, the calendar restores the previous dates.
How to create a booking
Select New on the calendar, or select a calendar day. Selecting a day pre-fills both the start and end date with that day.
In Details, select the required Job and Foreman.
Enter the required Start Date and End Date. The end date must be the same as or later than the start date.
Optionally add staff and assets.
In Description, add a Booking Description if the crew needs extra context.
If you want one calendar block per day, select Create Separate Booking for Each Calendar Day. For example, a three-day range creates three separate daily bookings.
If appropriate, select Share quote or attachments with staff. You can then add an external quote link and attachments. The link must use https://.
In Address, enter the work address. Selecting a job may fill the address from the job or its client address; review it and correct it if needed.
In Photos, add images if useful. On a phone, choose Take Photo or Choose from Gallery; on a computer, choose Add Photos. You can add a comment to each queued photo.
Select Create Booking.
The form checks required fields before saving. After a successful save, you return to the bookings calendar. If you created separate daily bookings, queued photos are added to each of the resulting daily bookings when the upload succeeds.
You can also create a booking from an existing one by choosing Duplicate from its calendar menu. The copied booking opens as a new booking with its details pre-filled; review the dates and assignments before saving.
How to view booking details
Select a booking in the calendar.
Review the Overview, including job number, job, start and end dates, foreman, site address, calendar display, and any available quote information.
Review the description, special precautions, staff, and assets.
Check the related sections for linked time sheets and site risk assessments.
Review or add booking photos at the bottom of the page.
From the details page, you can use these actions when they are available:
Back to Job returns to the linked job.
New Time Sheet starts a time sheet associated with the booking. Assigned staff can use this for their own work record.
New SRA starts a site risk assessment associated with the booking.
New Inspection starts a site inspection; this option is available to forepersons, managers, and administrators.
Edit opens the booking form for users with editing permission.
Quote details and shared quote material are shown according to your access and the booking’s sharing setting. Financial totals are only shown to users who have permission to view financial information.
How to edit a booking
Open the booking details page.
Select Edit.
Update the job, foreman, dates, staff, assets, description, sharing choice, quote link, attachments, address, or photos as needed.
Select Update Booking.
Managers and administrators can edit bookings from the booking page. A foreperson can update a booking only when they are the foreperson assigned to it; other users may need a manager or administrator to make the change.
If you select Create Separate Booking for Each Calendar Day while editing a multi-day booking, the original booking is replaced by one booking for each day in the range. Existing photos are carried across to the new daily bookings. A one-day range remains a single booking.
Tips & things to know
Select a calendar day when creating a booking to avoid re-entering the date.
Use the date-range filter to find bookings that fall within a particular work window.
Staff and asset filters can match all selected people or assets, which is useful when checking a full crew or equipment combination.
Selecting a job can auto-fill parts of the address. Always confirm the address before saving.
Staff and assets are selected for each booking; they are not automatically carried over from the job.
Add photos during creation or later from the booking details page. If an upload fails, the booking can still be saved and the missing photos can be added later.
Only managers and administrators can control quote sharing, external quote links, and shared attachments.
Deleting a booking is permanent. Use the calendar entry’s menu and choose Delete only when you are sure the booking is no longer needed.
Moving or resizing a booking changes its planned dates. If the save fails, check that you still have permission and try again from Edit.
FAQ
Can I create a booking for more than one day?
Yes. Enter a start and end date. This creates one booking spanning the range unless you select Create Separate Booking for Each Calendar Day, which creates an independent booking for each day. A separate-daily-booking range cannot exceed 365 days.
What happens if the end date is before the start date?
The form will not save and displays an error. Change the end date so it is the same as or later than the start date.
Can I share a quote with crew members?
Managers and administrators can select Share quote or attachments with staff. This lets assigned staff view the shared quote material, external quote link, and attachments. Keep it turned off when the material should remain private.
Can staff view a booking without managing it?
Staff can view booking details when they have access to the record. Creating and managing calendar bookings requires the appropriate permission, so the New, Edit, move, and delete controls may not be available.
Can I link a time sheet or safety record to a booking?
Yes. From the booking details page, use New Time Sheet, New SRA, or, for forepersons and above, New Inspection. Existing linked records appear in the booking details.
Can I add photos after creating a booking?
Yes. Open the booking and use its photos section to add photos. You can also add descriptions to photos.
Troubleshooting
I cannot see the bookings calendar
Your role may provide access to booking details but not the calendar. Ask a manager or administrator to confirm your booking permissions.
The New or Edit option is missing
Only users with write permission see these controls. If you are a foreperson, you can update only a booking assigned to you as foreperson. Otherwise, ask a manager or administrator to make the change.
My booking will not save
Check that a job, foreman, start date, and end date are selected. Confirm that the end date is not before the start date. If you selected separate daily bookings, ensure the date range is no more than 365 days. Correct any field highlighted with an error and select Create Booking or Update Booking again.
My address is incorrect
A selected job may fill the address automatically. Review every address field before saving and replace any incorrect value. You can also enter the address manually.
My quote link is rejected
The external quote link must begin with https://. Replace an unsecured or incomplete link and save again.
My photos or attachments did not appear
The booking may still have saved even if an upload failed. Reopen the booking and add the missing photos or attachments from the relevant section. If you are offline, reconnect and try again.
A calendar move did not stay in place
The change may have failed because of permissions or a temporary connection problem. Try again using Edit. If the previous date returns, ask a manager or administrator to check the booking and your access.
I cannot see quote totals or special precautions
Quote totals require financial-viewing permission. Special precautions are visible only to managers and administrators. Quote material may also be hidden when the booking is not shared with staff.