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Availability Calendar

The Availability Calendar gives you a bird's-eye view of all room and resource bookings across your church. From here you can see what is scheduled, spot conflicts before they happen, and book a room or resource for any event directly.

Before You Begin

  • Set up at least one room or resource in the Rooms & Resources section
  • You need the Edit Content permission

Opening the Availability Calendar​

In B1 Admin, open the Jump menu (the search bar at the top-left), expand Calendars, and click Availability.

Reading the Calendar​

The calendar displays the current month by default. Use Today, Back, and Next at the top to move around, and Month, Week, Day, or Agenda to change the view.

Each booking is color-coded by status:

ColorMeaning
GreenApproved
OrangePending approval
GreyBlocked out (not available), shown as Blocked: reason

Each booking reads as the event title followed by the rooms and resources it uses. Hover over a booking to see the full text. Click a booking to open its event and edit it.

Filtering by Room or Resource​

Use the Room / Resource dropdown at the top left to narrow the calendar to a single room or resource. Select All rooms & resources to return to the full view.

Booking a Room or Resource​

  1. Click the Book button at the top of the page.
  2. The New Event dialog opens -- the same editor used on a calendar (see Adding and Editing Events). Fill in the event details:
    • Group (required) — the group the event belongs to. If you have templates, you can also pick a Template to fill in the rest.
    • Title (required)
    • Start and End date/time (required; End must be after Start)
    • Visibility — Public or Private
    • Rooms — select one or more rooms to reserve
    • Resources — select one or more resources to reserve
  3. Once a room or resource is selected, you can set Setup (min before) and Teardown (min after). These pad the booking on both ends so the space is reserved for setup and cleanup, even though the event start/end times stay the same.
  4. To repeat the booking, set the Start first, then check Repeats and configure the recurrence:
    • Interval -- how often it repeats (for example, 2 with Week for every 2 weeks).
    • Frequency -- Day, Week, or Month. Weekly lets you pick specific day(s) of the week; Monthly lets you pick a fixed day of the month or a relative pattern like "the second Tuesday."
    • Ends -- Never, On a specific End Date, or After a set number of occurrences.
  5. To specify a custom booking window (different from the event start/end), turn on Custom reservation window and enter Reserve from and Reserve until. This replaces the setup and teardown minutes. Use it when a room needs to be accessible outside the event's listed hours.
  6. Click Save to submit the booking.
info

If the room or resource has an Approval Group configured, the booking will appear as Pending until it's approved on the Approvals page -- unless you're a member of that group, in which case it's approved right away. See Calendar Approvals for the approval workflow.

tip

The editor shows a warning before you save if a room or resource is already booked or blocked out at that time. If you see a conflict warning, adjust your times or choose a different room.