The Event Diary is a centralized calendar used to view, schedule, and manage all events within your organization. It provides a real-time overview of venue activity by displaying bookings across dates, times, and spaces, helping sales, catering, and operations teams coordinate effectively.
Key Features
Comprehensive Event View
View all events by date, time, and space to understand availability and booking activity across your venue.Multiple Calendar Modes
Switch between Day, Week, Month, or 40-Day views for different planning perspectives.Filters & Status Views
Filter events by status (Lead, Tentative, Definite, Lost) or other custom filters to quickly locate specific bookings.Quick Event Creation
Create new events directly from the calendar using the Add Event function.Space Closures
Block off spaces for maintenance, private use, or non-bookable periods using New Space Closure.Excluded Spaces Toggle
Show or hide spaces that are excluded from the active diary view.Interactive Event Cards
Hover over or select events to view key booking details such as name, time, status, and assigned space.
Event Statuses & Colour Codes
The Event Diary uses a standardized colour system to visually represent booking statuses. These colours help users quickly understand the stage and state of each booking at a glance.
Note: Colours may vary if your property uses custom event type or status configurations.
🟢 Definite (Confirmed)
Booking is confirmed and actively scheduled
Typically indicates contract signed and/or deposit received (based on PMS configuration)
Included in operational and revenue reporting
Displayed in green
🟡 Tentative (Hold / Soft Booking)
Booking is provisionally held in the calendar
Awaiting client confirmation, contract, or payment
May still change or be released
Displayed in yellow / amber
🔴 Lost / Cancelled
Booking will not proceed
Retained for historical tracking and reporting purposes
No longer active in the sales pipeline
Displayed in red
⚪ Archived / Inactive Enquiries
Past enquiries or opportunities that are no longer active
Not part of current sales or operational workflows
Kept for reference only
Displayed in grey
🔵 Internal / Blocked Space
Internal use events such as:
Staff meetings
House use
Maintenance or venue blocks
Prevents external bookings from being scheduled in the space
Displayed in blue / purple
How to Access the Event Diary
Navigate to Calendars in the left-hand sidebar.
Select Event Diary.
Choose the relevant status view (Definite, Tentative, Lead, Lost, or a custom combination).
Apply additional filters as needed.
Adjust the date range or toggle Show Excluded Spaces.
To export, click the printer icon to open your browser’s print menu. From there, you can choose whether to print a physical copy or save it as a digital PDF—straight to paper, or save a tree! 🌲
Creating a New Entry
Clicking on a date within a specific space allows you to:
Add a New Event
Add a booking to a new reservation
Add a booking to an existing reservation
Create a Space Closure
For more information, see: Space Closures
Event Details
Selecting an event opens detailed booking information, including:
Event details and summary
Edit access via the pencil icon
Actions such as archive, clone, merge, move, or delete
Booking access link
Contact and account links
Room block details (if applicable)
Associated event or reservation information
Unassigned Events
Events without a designated space appear under “Unspecified” at the top of the Event Diary. These can be reviewed and assigned to a space as needed.