Calendar Guide

The Calendar shows your whole property in a single grid: each row is a room, each column a day. The coloured bars are the bookings, with the guest name on top. Tap a bar to open the booking: on phone and tablet it opens full screen, on a computer in a panel to the right of the grid.

A bar starts halfway through the column of the arrival day and ends halfway through the column of the departure day. It is the real rhythm of a property — people arrive in the afternoon and leave in the morning — and it lets you see at once that a room freed this morning can be sold again for tonight.

The bar colours

The bar's fill colour is no longer the channel: it now shows the stay status, five colours for five different moments. The channel has not disappeared: it has become a thin band along the bottom edge of the bar (the left edge when the calendar is vertical), and the booking's labels are small ticks along the top edge (the right edge in vertical), in priority order, with a neutral dash when they do not all fit. The list below is the same one you find under Colour legend, in the three-dot menu, and it uses the same words.

The order of the ticks is changed in one place only: the Booking labels page, under Property > Rooms, by dragging the labels into the order you want — not from the calendar, not from the booking screen. The neutral dash that appears when there are more labels than fit is the same grey as the theme, not any label's own colour: it only means there are more.

A paid booking — there is an amount to pay and the balance has reached zero, whether the payment went through the Booking Engine payment gateway or was recorded by hand — carries a small green corner with a check mark in the corner where the label ticks start, and the ticks begin right after it. The guest's name does not move. What counts is the overall balance: stay, charges and tourist tax; while the tourist tax is still unpaid, the check mark does not appear. A deposit alone is not enough, a card held as a guarantee does not count as a payment, and bookings imported from an iCal calendar have no price, so they never show the check mark.

Stay status (fill)	Colour
Upcoming	Light grey-blue
Arriving today	Light blue
In house	Light green
Leaving today	Light orange
Past	Grey

Maintenance, blocked, cancelled / no-show and the unconfirmed proposal stay outside these five states: they keep the solid colour they have always had, and they are the only saturated colours left on the grid.

Outside the five states	Colour
Maintenance	Dark orange
Closed / blocked	Grey
Cancelled / no-show	Red
Unconfirmed proposal	Faded light blue, with a marked border

Booking channel (band on the bottom edge)	Band colour
Booking.com	Blue
Airbnb	Pink
Expedia / Vrbo	Yellow (a single entry for both)
Agoda	Plum purple
Direct / website	Green (Booking Engine, the website contact form and direct bookings)
Phone	Brown
Walk-in	Teal
Agency	Indigo
Email	Dark blue grey
Returning guest	Olive green
Other channel	Blue grey

Day bar	Colour
Today	Light blue
Holiday	Red
All rooms available	Light pink
Partial availability	Yellow
Board code (e.g. HB, FB)	Lettering in the state's contrast colour (dark on light background, light on dark background), no longer fixed white

How far you actually sell

If your property sells anywhere, a line carrying a date appears above the grid: up to that date what you write reaches the connected portals and your own booking site. The nights beyond it are hatched, and a marked vertical line shows where the unpublished part begins: prices, closures and minimum stay are still saved, but they stay inside Vezpa until the boundary reaches them. Nobody can book those dates yet.

With the Rolling model the boundary moves forward by one day every night, and what you prepared is published when its turn comes. With the Yearly model it moves with the Year Opening, and the sheet that opens when you tap the line tells you from when you can do it. The line is seen by every role that can open this page, not only by whoever manages prices.

The cleaning dot

Next to the name of a room the cleaning indicator may appear, kept up to date by the housekeeper. It is only there on the rooms where cleaning is relevant at that moment: on a room with a guest inside it does not appear, because there would be nothing to mark. The state reloads by itself every two minutes, so it can change while you are looking at the screen without you having touched anything.

Children's ages, in the bar's hint

Where a booking brings children, the hint that opens when you hover the mouse over the bar ends with the declared ages: a number of years, Under 1 year, or Age not declared where it is missing. On a booking of adults only that line is absent.

On the phone the hint does not open, and the ages do not fit on the bar: it is too narrow. The long press already has two jobs of its own — it highlights the booking, and held down it drags the guest into another room — so the ages are read in the room card, which a tap on the bar opens.

Moving through the period

Button	What it does
Today	Brings the grid back to today and reloads the data
Go to date	Opens the small calendar to jump to a precise date
Monthly / Free	Switches between the whole month and free scrolling
Show prices	Writes the price and the minimum stay of each night inside the free cells. It starts off: you switch it on, and the choice applies only to the device you make it on
Refresh	Reads everything again from the server

In free scrolling the loaded period extends by itself, 21 days at a time, as you approach an edge, forward or backward: there is no «next page» button to look for. Under the screen title the period you are looking at is always written out, for instance «5-26 Mar 2026».

The calendar always starts from today, and coming back to the Calendar tab from another tab brings you back to today: if you had scrolled three months ahead you do not find it where you left it, and that is on purpose.

Creating a booking

The gesture that selects a period is not the same on every device, because on a touch screen a plain drag already scrolls the grid:

• Phone and tablet: press and hold on a free day and, without lifting your finger, drag to the last night. A plain drag, without the long press first, scrolls the calendar.
• Computer: drag with the mouse, with no long press first.
• From the top bar, on any device: New Booking, which on a phone sits in the three-dot menu.

Once the selection is done a sheet opens with five roads, all on the period and the room you picked: New Booking, New Maintenance, Create promotion, Availability Management and Rate Management. Before opening the booking or the maintenance, Vezpa checks that there really is room on those dates.

In the list of available rooms, a room type missing the price of even one night in the period shows the label «Prices missing» and cannot be chosen; a notice at the top of the list says how many there are. The price cannot be typed in by hand: set the rate in «Rates» first. The same applies when you move a booking to a different room type and recalculate the price.

Moving a guest to another room

The room change is done on the grid, without opening the booking: press and hold on the bar until it detaches and follows your finger (or the pointer), then drop it on the row of another room. A summary appears with the room you are leaving and the one you are moving to, and the move only happens after you confirm.

• Maintenance, blocks and cancelled bookings cannot be dragged.
• The row at the bottom of the grid is not a room: you can neither drag from it nor drop a bar onto it.
• Pressing and holding without moving onto another row moves nothing: it highlights the rooms of the same booking, which helps when a group takes up several rooms.

Closing for works

A maintenance takes a room off sale for a period and carries a reason with it, which stays written down. It appears in the grid as a bar of its own, in orange. It is meant for refurbishments, planned work and rooms temporarily out of service.

The tasks of the day

The row at the top of the grid is the tasks row: tap a day to open the notes and reminders attached to that date. The dot on the row says that something is written down for that day.

Seeing fewer rows, or turning the calendar

If your property has more than one room type, the top bar holds Filter types: pick the types to keep and the grid shows only those. The funnel icon stays filled while the filter is on, even with the chip panel closed, and under the bar a line says how many rooms you are seeing out of how many, with Remove filters to bring them all back.

View and density

The entry is called View and density and sits in the three-dot menu of the top bar, here and in the other two grids (Rates and Tourist Tax). The same choice is also in Configuration, in the View and density section; the housekeeper and the observer, who do not have that page, find it in their own account menu.

The first half of the choice is the orientation. Horizontally the days run sideways and the rooms are rows. Vertically the days run downward and the rooms become columns: more nights are visible at once, and each room gets less width. Neither way suits every property.

The second half is the density, and it decides how many rows or columns to show at most. It is not a measurement choice: the width of a column, or the height of a row, is the consequence of that number. With the days vertical the entry is called Columns in view, with the days horizontal Rows in view, and you only adjust the one axis that the chosen orientation makes active. The values are 2, 3, 4, 6, 8, 10, 12, 16, 20, 24, 28, 32, 36 and 40, plus Automatic, the default mode.

Rows go up to 60 (44, 48, 52, 56 and 60); columns in the vertical view still stop at 40. With days running horizontally, on a computer or a tablet held in landscape, there is also «Two columns»: rooms split into two side-by-side grids, each with the rows you chose, scrolling together through the days; fewer days are visible. When you open a booking, its card does not cover the calendar: it pushes it to the left and the two columns share the remaining space equally, showing fewer days with the same proportions.

To give every page the full width, at the bottom of the side menu there is «Hide menu»: the menu disappears and, in its place, a small floating menu with the page icons stays at the bottom left over the page; inside it, a small «Show menu» brings back the full menu. It works on computers and on tablets in landscape, and the device remembers it. The floating menu stays closed and opens when you hover over it, or with a tap on a tablet.

The calendar updates by itself: the weeks you see are checked again every minute, when you come back to the page and when a booking notification arrives, and only the ones that changed are downloaded again. A booking added, moved, lengthened, cancelled or changed in status by a colleague or a channel appears with a short effect and a fading glow; what you change yourself appears straight away, without effects. If reduced motion is turned on in your device, there are no effects.

The number is a maximum, not a quota to fill: if there are fewer rooms you see them all, and nothing widens or grows past a comfortable size. Automatic behaves differently on the two axes, and that is deliberate: with the days vertical it picks a width that suits the screen you are using — on a phone the columns fill the width, on a large monitor they stop widening once they are comfortable to read; with the days horizontal it keeps the comfortable row height, the one the grid has always had.

Asking for many rows or many columns does not make them fit comfortably on any screen: above about 24 the row (or column) gets thin and, to stay readable, drops something. It drops in steps: first, in horizontal view only, the treatment and the guest count leave the booking bar and the minimum stay leaves the price label (in vertical view they all stay, because they sit one above the other in the height of the day, and in narrow columns the treatment and guests wrap onto a second line); next the bar keeps only the first word of the guest's name and the cleaning dot becomes a thin line on the edge; at the last step the bar is left with no text at all, and the tooltip is what tells the full name. The price itself can lose something too: once the cell no longer has room for the decimals, the whole grid switches to whole numbers — rounded to the nearest one, not truncated — and the number you see in the cell is no longer the exact price: 120.49 shows as 120, and 120.50 shows as 121. The stripe that marks a day with no price never goes away, because it is not a label but the sign that the day does not sell.

The date strip narrows too: first the day-of-week abbreviation drops to a single letter (8 M instead of 8 Mon), losing nothing; only at the last step does the row underneath disappear, the one with the month, the availability and the tasks dot.

The room name is never truncated, at any density: it shrinks instead, and with the days vertical, at the highest density, it turns 90 degrees to fit inside the column.

The choice stays on the device you are using: the one you make on your phone does not follow you to your laptop, and the other way round. That is deliberate — twenty columns is a sensible measurement on a large monitor and useless on a phone screen — and it holds for the orientation as much as for the density.

Group by room type

The View and density sheet also has the Group by room type switch, off to start with; like the rest of the sheet, the choice stays on the device. When it is on, the calendar's rooms are gathered by room type and each group opens with a summary row (with days running vertically, a column): on the left the room type name with its number of rooms, for example Double (4); for each day, how many rooms are free out of the total and the occupancy percentage, for example 1/4 · 75%, in red when nothing is left free.

The total leaves out rooms that are blocked or under maintenance that day, and cancelled bookings and proposals do not count as occupied. The row shows no prices (those stay in the summary that appears when you hover with the mouse) and cannot be tapped: it does not create bookings. It works with days running horizontally and vertically; if you have chosen how many rows or columns to see, the summary rows count among them. Filter types still applies: only the room types you are viewing are grouped.

Prices, without going through the menu

The top bar holds the shortcut with the currency symbol: it opens Rate Management on the period you are looking at. Manager, Assistant and Revenue Manager can see it; for the other roles it does not appear, and that is normal.

Marking a room clean or dirty

Tap the room in the left-hand column: its card opens, with the cleaning state and the sale conditions. Switching between clean and dirty asks for a confirmation before writing, because that piece of information is read by the housekeeper and by reception too.

Closing a period to sales

Availability Management is a different thing from a maintenance: select a period on the grid (or from the rates), choose Availability Management and close the nights you want to sales, without giving a reason. A maintenance does ask for a reason, and it stays written on the bar; here it does not, because this only serves to stop selling.

If there are already bookings inside the period, the block goes through anyway: Vezpa closes the free nights before and after each booking and leaves the sold ones untouched; with several bookings it closes every gap between one and the next. Before you confirm, and again at the end, it tells you which rooms hold bookings in the period.

• Partial: there are bookings in the period but free nights remain; under the name you find how many of them can be closed.
• Occupied: every night is already sold, there is nothing to block there.
• Nights under maintenance are never touched by the block, and Restore frees every blocked night — yours and the ones a portal linked over iCal has closed — but never the sold ones. Careful: once you remove a closure that came from a portal, it does not come back on its own. When that happens, Vezpa tells you how many of the reopened nights were portal closures.

The nameless row at the bottom of the grid

The last row of the grid carries no name: in place of the room name there is a dash, written in grey italics. It is not an empty row and it is normal that it looks like that — there is no room it could be headed with. Internally it is called the Exceptions row, but that word does not appear anywhere on screen: looking for it is pointless, you recognise the row by the dash and by its position.

It gathers the bookings that have no assignable physical room, even for a single night: those are the ones you need to act on, by giving them a room.

Cancelled bookings also end up here, in red: they leave the row of their room, which stays free for whoever buys those nights again. The red tells them apart from bookings with no room: a cancelled booking asks nothing of you, you can ignore it.

Bars that overlap in this row are stacked so they stay readable, so the row can end up taller than the others.

One uncovered night is enough. The alert fires even if a single day of the stay is missing: the whole stay does not have to be without a room.

That row is not the only place where you can spot an uncovered booking. The same signal — a warning icon and the words «Room not assigned» in red in place of the room number — also appears in Management (new bookings, arrivals, departures, birthdays), in the booking list, in the booking card and at the point of sale.

You do not have to notice it yourself. As soon as a booking is left without a room, an alert goes out to Manager, Assistant and User (reception), that is to the roles that can put it right straight away:

• an email in the language of whoever reads it, with the direct link to the booking;
• a push notification carrying the guest name, the dates and the rooms, readable even on a locked screen.

Wellness Operator, Revenue Manager, Housekeeper and Observer do not get it: they do not have the gesture that puts it right.

The alert goes out at four moments: when the booking is created, after a date change, after a change arriving from the OTA channel and after adding a room that is left without a room. The same booking does not send two alerts for the same kind of event; if something new happens, the alert starts again.

Who sees what

The Calendar opens for every role, but not everyone finds the same items in it:

• Rates and RMS: Manager, Assistant and Revenue Manager.
• Undoing an automatic RMS action: the Manager only.
• Property configuration — rooms, Booking Engine, OTA channels, legal filings and modules: Manager and Assistant.
• Housekeeper and Observer: they have their own dashboard, read-only.
• Revenue Manager and Wellness Operator: they see the calendar, but without creating or moving bookings.

If an item does not appear it is not a fault: it depends on the role you were given.

When the boundary line is not there

The line that says how far you sell only appears if the property really sells somewhere. With no channel connected and the booking site switched off there is nothing to publish, and the line is not drawn at all.

The date you read is the real one, not the theoretical one: the portals do not accept dates more than two years ahead, so if the boundary of the property went further out the line still shows the last date that can actually be sent.

When the grid is empty

A grid with no bars can mean three different things, and the calendar writes them with different words:

• No booking in this period: the grid stays, because it is still useful for seeing availability and prices and for creating a booking.
• No room matching these filters: the room type filter is hiding every row. Remove the filters to see them again.
• We could not read the data: that is a read failure, not an empty period, and it comes with a Retry button.

When you switch property the filter starts from scratch, so you do not carry a room type that does not exist there onto another property.

An Observer who has been assigned no room sees an empty grid for reasons of their own: there is nothing to filter, a room has to be assigned to them from the role management.

Notifications and several properties

Tapping a notification opens the screen it refers to. If the notification concerns a property other than the one you have open, it asks you first: Switch property to go there, Stay here not to move. When a new booking arrives from a portal or from the Booking Engine, the calendar updates by itself; if you are on another tab, the data is read again when you come back.

A booking notification also says what arrived, not just that something did. At the top is the property name, then the event and the channel — «New booking · Booking.com» — and underneath a line with the guest name, the dates, the number of guests, the amount and the rooms. It reads on a locked screen too, and the dates follow the format of your country. Manager and Assistant receive it.

The rooms sit at the end of that line on purpose: they are the longest part, and on a booking with several rooms the phone cuts there instead of on the data you decide with. The amount and the number of guests appear when we know them: a portal connected through an iCal calendar sends no price, and often no guest count either — in that case the line carries the dates and invents nothing else.

• I drag on the grid and the calendar scrolls instead of selecting. On phone and tablet that is the right gesture for scrolling: to select, press and hold first and then drag without lifting your finger. With a mouse a plain drag is enough.
• I am looking for the «Exceptions» row and I cannot find it. That word is not on screen: the row is the last one at the bottom and carries a dash in place of the name.
• Some rooms are missing. Look at the funnel icon: if it is filled there is a room type filter on. Tap Remove filters.
• A booking does not appear. Check the last row at the bottom of the grid: if it has no room it is there. Otherwise tap Refresh.
• I wrote a price and nothing changed on the portal. Look at the boundary line: the hatched nights are saved in Vezpa and reach the portals when the boundary gets to them.
• The block did not close every night. That is expected: sold nights and nights under maintenance are not touched. The summary at the end of the block says which rooms held bookings.
• I cannot see the price shortcut. It is tied to the role: Manager, Assistant and Revenue Manager can see it.
• The cleaning dot is missing on a room. It only appears where cleaning is relevant at that moment: on a room with the guest inside it is not shown.
• The cleaning state changed on its own. It reloads every two minutes: the housekeeper probably updated it while you were looking.
• I come back from the Bookings tab and the calendar is back to today. That is on purpose: coming back into the Calendar tab always brings the grid back to today.
• The boundary line has gone. It only appears if the property sells somewhere: check the connected channels and the Booking Engine.