Calendar

What the page is for

The calendar is the customer's week seen head on: every booking the AI assistant has made with leads, plus the times the customer has blocked themselves. The customer uses it to see what is in this week and the coming ones, to open a single booking and call or write to the lead, and to move, reschedule or cancel a booking. It also works the other way round: when the customer blocks time in the calendar, the AI assistant stops offering those times to new leads.

The page sits under the menu item Calendar and exists for every customer type except those whose goal is purchases on the website or Qualification (still in test). They have neither visits nor meetings, and they are sent on to Overview if they type the address directly.

What it looks like

At the top there can be a yellow banner with "Could not load calendar data, showing an empty calendar" if the data could not be fetched. Otherwise the week grid fills the page.

On a wide screen, inspection customers have a narrow column on the left under the heading "Bookings". It shows the chosen day's route downwards: "Home" with the departure time, then the numbered stops with name and time, the driving time in minutes between them, and "Home" again with the time of arrival back. If there are no bookings that day, it says "No bookings this day". Phone, video and appointment bookings have no driving route, so the column does not exist for them.

The calendar itself is a week view:

• Day headings with the date in large type and the weekday small underneath. Today's date is in the brand colour, and the chosen day has a coloured circle around the number. Days with no opening hours are dimmed and marked "Closed", and they are hidden from the week altogether unless they exceptionally carry a booking. That is why the week can show five, six or seven columns.
• An all day band just below the headings, marked "All day" on the left edge. It only exists in weeks that hold a job running across whole days, and the band text is the name plus the number of working days.
• The time grid with a time axis on the left edge. The axis starts and ends according to the customer's opening hours for the week shown, and it is extended if a booking has been placed outside opening hours. A red line with a dot shows the time right now on today's column.
• Booking blocks in the grid: name at the top, time range just below, and the height matching the duration. If two bookings overlap, the column is split lengthwise so both can be seen and clicked. Cancelled bookings are not shown.
• Blocks are drawn as red blocks with the reason at the top and the time range below. That covers the customer's own blocks, the automatic public holidays and the bookings that come in from the customer's own calendar.

If the customer has several calendars (typically several team members on phone, video or appointment booking), a row of round buttons sits above the calendar: "All" plus one per calendar with a colour dot and the name. The colour comes back on the blocks in the grid.

The toolbar sits at the bottom. On a wide screen: back arrow, a button with the week's date span, forward arrow, and on the right "Booking", "Block" and a cog. On a narrow screen: back arrow, a button that opens a list of weeks, forward arrow, and a three dots button that gathers the three actions.

The page follows the choice the customer made under Settings, Appearance: light or dark. The brand colour and the buttons are the same in both; only the surfaces change.

Buttons and fields

The date span (the week picker)

The button in the middle of the toolbar shows the week on display as dates, for example "14 - 18 September". If the week runs across a change of month, both months and the year are included. On a wide screen it opens a month calendar where the customer picks a day; on a narrow screen it opens a list of weeks half a year back and forward, so the customer can jump straight to a week instead of clicking with the arrows.

Previous and Next

The two arrows move a week back or forward. The same weekday as today is marked in the new week. If that day is closed, the marking jumps to the first open day of the week.

More actions

The three dots button on narrow screens. It holds "New booking", "Block time" and "Settings", that is exactly the same three actions as the separate buttons on a wide screen.

Booking (called "New booking" in the three dots menu)

Opens the dialogue where the customer creates a booking themselves, see "Create booking manually" below. The button is disabled if the customer's system is not active, for instance because the subscription is paused or the setup is missing. If the customer hovers over it, it says "The system is not active: bookings cannot be created".

Block (called "Block time" in the three dots menu)

Opens the blocking dialogue, see "Block time" below. It is never disabled: the customer may always close time off, also when the system is paused.

Settings (the cog)

Opens "Booking settings" as a dialogue on top of the calendar. It is the same setup that lives in the Training Camp, that is opening hours, duration, minimum notice, how far ahead bookings can be made, calendar sync and the two fields about capacity and daily limit below, plus "Reminders for your customers". There is no longer a card with the customer's own phone numbers for reminders: the customer's own reminders come as a notification in the app (9/10-2026). At the bottom there is one button, "Save". If it works, the message "Settings saved" appears and the dialogue closes. Otherwise it says "Could not save", and nothing has changed.

How many appointments can you have running at the same time?

Field in Booking settings, only for phone, video and appointment booking. A drop down from 1 to 10. If the customer sets 3, three leads can book the same time. 1 means only one booking can sit there at a time.

How many appointments can one day hold at most?

Field in Booking settings. The first option is "No limit", then 1 to 20. Once a day has reached the limit, the AI assistant stops offering times that day. The customer can still book in the calendar themselves, the limit only applies to what the AI assistant offers leads. For inspection customers the help text also says that the day is kept together: only time slots adjoining the inspections already booked that day are offered.

The day heading

A click on a day selects it. That is the day the route column on the left shows. Closed days cannot be clicked.

All (and the other calendar buttons)

Round buttons above the calendar, only when the customer has several calendars. "All" shows everything, including the bookings that are not placed on a particular person. If a person is chosen, only that person's bookings and blocks are shown, plus the shared blocks that apply to the whole company. The owner's button brings the unassigned bookings along, because in practice they sit with the owner. Pressing a button that is already chosen goes back to "All". If the customer is one of the calendars themselves, it says "You" instead of the name, and it is preselected when the calendar opens.

A booking block

A click opens the detail panel in the middle of the screen. A click on the same block again closes it. The panel shows the meeting type ("Inspection", "Phone meeting", "Video meeting" or "Appointment"), or the name of the service if the booking has one. The status is only shown when it is something other than scheduled: "Completed", "Cancelled" or "No-show". Under "Contact" are the phone number and the email address as clickable links, and for inspections the lead's address. On the right is the time, for inspections as "approx. 10:15" and for the rest as "at 10:15". If the booking is a job across several days, the period is shown instead, for example "12 Aug to 14 Aug", with the drop off time on the first day.

Open video meeting

Link in the detail panel. Exists only on video meetings where the meeting link has been created, and opens the meeting in a new tab.

Assigned to

Line in the detail panel with a colour dot and the name of the calendar the booking sits on. Only shown for phone, video and appointment bookings that have actually been assigned.

Notes

Free text field in the detail panel. The note belongs to the lead, not to the booking, so it is the same note that sits on the lead in Conversations. It saves automatically about two seconds after the last keystroke and immediately when the customer clicks away, and a small spinning mark is shown while it saves. If the field is empty, there is an "Add note" button instead. If something goes wrong, "Could not save note" appears.

View conversation

Button in the detail panel. Jumps to Conversations and opens the thread with that lead. Exists only when the booking is linked to a lead or carries an email address.

Move

Button in the detail panel, only on scheduled bookings. It is the customer who picks the new time. The dialogue is called "Move booking: <name>" and runs in two steps: for inspections the address can be corrected first, then a date and a time window or fixed time are chosen; for the rest a date is chosen, possibly a person, and a time from the list of available times. The button at the bottom is called "Move booking".

The move cancels the old booking and creates a new one. If everything works, a confirmation appears: "Booking moved" on an inspection, and "Phone meeting moved" or "Video meeting moved" on the other meeting types. If something goes wrong along the way, the message says exactly what applies now, for instance that the time is no longer available and that the old booking stands as it did, or that the old booking has been restored. In the worst case it says that the booking is no longer in the calendar, and that the customer has to call the lead and agree on a new time. Read the message, it is written to be acted on.

A job across several days cannot be moved. The button stays there, but a click writes "A job spanning several days cannot be moved yet. Cancel it and book a new period instead." instead.

Reschedule

Button in the detail panel in yellow, only on scheduled bookings. It sits between "Move" (the customer picks the time) and "Cancel" (the booking is dropped altogether): here it is the lead who finds a new time. The dialogue is called "Reschedule: let the customer pick a new time?" and shows the fixed message the lead receives. If it is confirmed with "Yes, reschedule", four things happen: the booking is cancelled, that exact time is blocked in the calendar, the lead gets the message on the channel the conversation runs on (SMS or email), and the calendar event is deleted. Afterwards it says "The appointment is cancelled, the lead picks a new time". If the message could not be sent, the confirmation says so, and then the customer has to contact the lead themselves.

Cancel

Button in the detail panel in red, only on scheduled bookings. The dialogue is called "Cancel booking?" and is confirmed with "Yes, cancel booking". For inspections it says that the route is recalculated automatically; for phone, video and appointment there is no route, so that sentence is dropped. After the cancellation "Booking cancelled" appears, and the booking disappears from the calendar. The lead gets no message from this button, it is "Reschedule" that writes to the lead.

Block time

The dialogue that closes off time. The fields from top to bottom:

• Date: opens a calendar where the customer can pick one day or drag a span across several. If several are picked, it says "{n} days will be blocked".
• Time range: two choices, "All day" or "Custom time range". If the last one is chosen, two drop downs appear, "From" and "To", in steps of 30 minutes around the clock. If the block ends before it starts, it says "End time must be after start time", and the button is disabled.
• Reason (optional): free text, for instance holiday or a meeting. The text is what appears on the red block in the calendar.
• Block public holidays automatically: a toggle. If it is switched on, Danish public holidays plus Christmas Eve, New Year's Eve and Constitution Day are blocked 12 months ahead, and the confirmation says how many days were created. If bookings already sit on some of those days, a warning appears: the block only stops new bookings, so the customer has to move or cancel those bookings themselves if the day should be completely free. If the toggle is switched off, the automatic blocks are removed again.
• Upcoming blocks: the list of every block from today onwards, with title, date and time range. Automatic public holidays carry the label "Auto", bookings from the customer's own calendar carry the label "From your calendar", and if the customer is one of several calendars, the name of the one it applies to is shown. Someone else's block (a colleague's, or the owner's own calendar seen by an employee) is only shown as "Busy" without a title.
• Remove: the button on the right of a block in the list. It deletes the block immediately, and the confirmation is "Block removed". Bookings from the customer's own calendar have no Remove button: the sync would put them back again, so they have to be removed in the customer's own calendar.
• Block: the button at the bottom. While it works it says "Blocking...". Afterwards "Time blocked" or "{n} days blocked" appears. If only some of the days worked, the confirmation says how many could not be blocked.

Create booking manually

The dialogue behind "Booking". The heading is "Create booking manually", or "Create phone meeting manually" and likewise for the other meeting types. It runs in two steps.

Step 1, "Who is the booking for?": two choices, "Choose lead" or "Create new". Under "Choose lead" there is a search field ("Search for a lead...") with the customer's leads; if a lead is chosen, the address, postcode and note are filled in automatically if that information sits on the lead. Under "Create new" there are the fields "Name", "Phone" and "Email". If the platform recognises the phone number or the email on a lead that already exists, a warning appears about switching to "Choose lead" instead. For inspections there are also "Address" and "Postcode"; the postcode is looked up automatically from the address on Danish addresses, unless the customer has typed it themselves. Finally a note field. The "Continue" button fetches the available times.

Step 2 depends on the meeting type:

• Inspection: "Date", then "Time window" with a button per available window plus possibly "Fixed time". If "Fixed time" is chosen, a drop down of times in steps of 15 minutes appears. Times where the customer probably cannot get there from the previous booking are shown in red with a warning sign. If one of them is chosen, a dialogue appears: "You probably cannot make it in time", with the calculated buffer in minutes and three choices, "Select another time", "Cancel" and the small "Book anyway, I will manage".
• Phone, video and appointment: "Date", then "Time" as a drop down with the times the AI assistant would also offer. If the customer has two or more active calendars, the field "Person" appears above the time, and a person MUST be chosen. If the customer is on appointment booking, "Location" (the customer's own addresses; if the customer has only one, it is simply stated) and "Service" also appear. The service decides how long the appointment is, so if it is changed, the available times are fetched again, and a chosen time is cleared.

The button at the bottom is called "Create booking", and while it works it says "Creating...". If the system is not active, a red line appears instead, "The system is not active. Bookings cannot be created.", and the button is disabled. If it works, the dialogue closes and the booking appears in the calendar. If the time cannot be booked, a precise message appears, for instance that the time was booked by someone else in the meantime, that the lead already has a booking, or that there is no room for more bookings that day and that the daily limit can be raised in the setup.

A service measured in whole days cannot be created by hand. It says "A job measured in whole days cannot be booked here yet. Let the assistant book it, or pick a service measured in minutes."

What the customer sees afterwards

If the customer creates a booking by hand, it runs through the same checks as when the AI assistant books: that the time really is available, that the lead does not already have a booking, and that the day is not full. If the lead does not already exist, it is created along the way. If calendar sync has been set up under "Sync with your calendar" in Booking settings, the booking is added as an event in the calendar belonging to the email the customer has given, and colleagues' email addresses can be added in the same place.

If the customer cancels or moves a booking, the calendar event disappears again. With "Reschedule" the lead gets the fixed message by SMS or email, the time is blocked, and the lead comes back with a new wish in the conversation.

If the customer blocks time, the AI assistant stops offering those times to new leads. The same goes for the daily limit: if the day is full, it is not offered, but the customer can still put a booking into the calendar themselves. Blocks do not remove bookings that are already there.

The calendar updates itself immediately when the customer does something in it: creates, moves, cancels or blocks. If the AI assistant books something while the page is open, however, it does NOT appear by itself. It shows up when the page is reloaded, or when the customer switches away from the tab and back again, and that can take a couple of minutes. If the customer needs to be sure of seeing the latest, reloading is the answer.

Typical questions from the customer

"Why can't I create a booking, the button is grey?"

Because the customer's system is not active right now. That happens when the subscription is paused, when something is missing from the setup, or when there are no enquiries left in the package. The blocking button still works, it is only the creating that is closed.

"A day is missing completely from my week, where did Saturday go?"

Days without opening hours are hidden, so the open days get wider columns. If the customer needs to see the day, the opening hours for that day have to be set under Booking settings. A closed day that exceptionally carries a booking stays in the week.

"I can't make the appointment, what should I choose?"

There are three buttons, and only one of them writes to the lead:

• Move: the customer picks the new time themselves. Used when they already know when it should be instead.
• Reschedule: the booking is cancelled, that exact time is blocked in the calendar, and the lead automatically gets the fixed message about finding a new time themselves. The dialogue shows the message before it is sent.
• Cancel: the booking is dropped altogether. Cancel sends no message to the lead. The "Cancel booking?" dialogue only mentions that the route is recalculated, and neither SMS nor email is sent. If the lead needs to know, the customer has to write to them, or use "Reschedule" instead.

"It says 'Busy' on a block, why can't I see what it is?"

Because the block belongs to someone else: a colleague, or the owner when an employee is looking. Only the person the block comes from sees the title. That includes the owner, who sees the employees' appointments as "Busy". The name and the reason are removed on purpose, so you can see that the time is closed without seeing why. Your own blocks and the shared ones (manual and public holidays) always show their reason.

"There is a booking in the calendar that I did not make here, labelled 'From your calendar'"

That is a booking from the customer's own calendar, pulled in so the time does not get double booked. It cannot be removed in the platform, because the sync would put it back again. It is removed in the customer's own calendar.

"I have switched automatic public holidays on, but there is still a booking on Boxing Day"

The block only stops new bookings. Bookings that were already there stay, and they have to be moved or cancelled by hand if the day should be completely free. The platform warns about that the moment the toggle is switched on.

"Why does it say 'approx.' on my inspections, but not on my phone meetings?"

Because an inspection sits in a driving route, and the arrival time is a calculation across the other stops that day. A phone meeting, a video meeting or an appointment has an agreed time and therefore appears without "approx.". An inspection with a fixed agreed time also appears without "approx.".

"Who sends the calendar invitation, and why does it say Lead Integration?"

The calendar invitations for the appointments are sent from a neutral sender, Lead Integration. The customer and the lead are guests on the appointment, the partner is not. The partner sees the customer's appointments by opening the customer with the Manage button under All customers in the partner portal and going to Calendar. Replies to the invitation email itself are not read by anyone. If the lead wants to move, cancel or ask about something, he therefore has to write in the normal conversation by SMS or email, not reply to the invitation.

Limitations and errors

• A job across several days cannot be moved. The move cancels first and creates afterwards, and the end date does not come along. Cancel it instead, and book a new period.
• A service measured in whole days cannot be created by hand. It has to be booked through the AI assistant, or the customer has to pick a service measured in minutes.
• Bookings pulled in from the customer's own calendar cannot be removed in the platform. They have to be removed in the calendar itself.
• The times in the "Person" picker are the company's shared availability, not the individual person's. That is also stated in the dialogue. The person is the calendar the booking is placed on, not a filter on which times are shown.
• "Could not load calendar data, showing an empty calendar" means the calendar is empty because the fetch failed, not because there are no bookings. Reload the page. If the banner stays, the partner has to take it further.
• "The booking is no longer in the calendar" is the serious one of the move errors: the new time was not created, and the old one could not be restored. The lead has no booking. The customer has to call the lead and agree on a new time, and if the booking cannot be created, the case goes on to the partner.
• "We could not tell whether the booking was cancelled" means the platform does not know what happened. The customer has to open the calendar and look for the booking before doing anything else, instead of trying again.
• The daily limit only applies to what the AI assistant offers. The customer can always book beyond the limit in the calendar, so a limit is not a block.
• The page does not show new bookings by itself. A booking the AI assistant makes while the customer is looking at the calendar only appears on a reload or when the customer has been away from the tab for a couple of minutes. So if a customer says a booking is "missing", the first question is whether they have reloaded the page.