Managing bookings & the calendar

Three pages in the Operate group of the dashboard show you what is booked: Today, Calendar and Bookings. All three open a ticket, a side panel with the details of one slot or one booking. Everyone on the team, whatever their role, can use these pages.

One slot is one booking: a group takes the whole room for the session. Players book through your public page, your booking widget or the API. You do not create bookings from the dashboard.

Today#

Dashboard→Operate→Today is the home page of the dashboard. It shows the day at the venue's time.

• Next up: the next game today that has a confirmed booking, with the start time, room, guest name, number of players and what is due at the venue. Choose Open ticket for its details.
• Today's rooms: a column per room with every session of the day. Open calendar takes you to the full calendar.
• Needs attention: the things that need a person, most urgent first (see below).
• Figures: Booked today, Free slots and Occupancy for the next 7 days, and, for owners and admins, Revenue for the last 30 days. Each figure links to the page behind it.

Needs attention#

Each row has an Open ticket button. A row is one of:

The list shows four rows and a Show all button for the rest. When nothing needs you, it says so.

Calendar#

Dashboard→Operate→Calendar shows every session of every room. Select a session to open its ticket.

1. Choose the day or week view

   The Day view has a column per room and time running down the side. The Week view lists each day of the week, Monday first, with its sessions in time order.

2. Move around

   Use the arrows to step a day or a week, Today to jump back, or Go to date to pick a date.

3. Filter rooms

   The room button (it says All rooms to begin with) opens a list with a tick box per room. Choose the rooms you want to see. An inactive room only appears when it has sessions in the period.

The page address holds your choice (view, date and rooms), so you can bookmark a view or send the link to a colleague. An open ticket is part of the address too.

What the slots tell you#

Every status is shown by a word, a shape and a colour, so you can read the calendar without relying on colour.

The Bookings list#

Dashboard→Operate→Bookings lists bookings, the session that is furthest ahead first. The page header says how many bookings the venue has. Each row shows:

• The Reference (for example BK-ABCD1234), a link to the full booking page.
• The Session: day, time and room, and the host if one is assigned.
• The Guest name and email, and the number of Players.
• The Payment: the total, and whether it is paid Online or At the venue.
• The Status: Confirmed, Held, awaiting payment or Cancelled.

Click a row to open its ticket. The list shows the 50 bookings whose session starts latest (the session furthest in the future first), and has no search or filters. For older bookings, use the Calendar.

The ticket#

The ticket opens on the right of the page on a wide screen, and over the page on a narrow one. Close it with the cross, or press Esc. It is one of two kinds.

A slot ticket#

Opened on a session nobody has booked. It shows the room, the day and time, and the status. A free one adds the game length and the room's price, with links to Open room and Room schedule. An owner or admin also gets a Remove button for a free session in the future. A held session shows the guest and when the hold ends.

A booking ticket#

Opened on a booked session or from a booking row. From top to bottom:

• Ref, guest, email, phone, players, booked on. Email and phone are clickable. Copy copies the reference.
• Host: who works the session. Owners and admins can assign one; see staffing.
• Status: Confirmed, held or cancelled. A cancelled booking also says who cancelled it and when, the reason if one was given, and where the refund stands.
• Money: see the next section.
• Escape time: log the result once the game has started, in rooms that record it. See game outcomes.
• Move to another time, for owners and admins, until the game starts. See moving a booking.
• Cancel booking, for owners and admins, until the game starts. See cancellations.
• Full booking (the same details on a page of their own), Room schedule and, for owners and admins, Invoices.

Moving a booking#

An owner or admin can move a confirmed booking to another time without cancelling it. On the booking ticket press Move to another time, pick a day, then one of the free sessions of the same room on that day, and confirm. The player gets an email with the old and the new time.

• Only the time changes. The booking keeps its reference, guest, payment, invoices, any discount code or gift voucher used, and the host assigned to it. Nothing is charged or refunded, even if the new session would have cost a different price.
• The new session must be free (not held, booked or blocked), in the same room and not yet started. You can pick any free session, including one that players cannot see yet because of the booking window or the staffing gate.
• The old session becomes free again, just as when a booking is cancelled. The assigned host is emailed the new time; check that they can work it.
• Held, cancelled and already started bookings cannot be moved. If two people try to take the same session, one of them is told it was just taken.
• Developers who use webhooks get a booking.rescheduled event.

Locking a session#

An owner or admin can lock a free session that has not started yet. A locked session is taken without a player booking: use it for a group that plays two sessions in a row, someone playing for free, or any other exception. Players can never see or book it, on your site, in the booking widget or through the API. It is not deleted, and no money or invoice is involved.

Open a free session's ticket, press Lock session and, if you like, write a note (up to 200 characters, for example "Jansen, 2 slots"). The note is for staff only: it shows on the calendar and the ticket, and never to players or in the API.

On a locked session an owner or admin can, until it starts:

• Edit the note.
• Assign a host, the same way as for a booking. The host gets the same email, which says it is a locked session and shows the note. Hosts see the locked session and its note but cannot change them.
• Move to another time. Pick a day and a free session of the same room. The lock, its note and its host move there, and the old session is free again. The host is emailed the new time.
• Unlock it. The session is free again and players can book it. The note is cleared, and an assigned host is emailed that they are off it.

Only a free session can be locked: a session that is booked, being booked, blocked or already started cannot. If a player starts booking at the same moment, one of you gets there first and the other is told the session was just taken. Once a locked session has started it stays locked, as a record. Changing the schedule never removes or reopens a locked session, and Remove this session is not offered on it: unlock it first.

Who sees which money#

Below those lines every role sees a short settlement: Price, Stripe fee (your share) and You receive. This is the room price you get, less your share of Stripe's card processing fee. The player's service fee is not part of it: you receive 100% of the room price, and MyEscapeRoom takes no commission. For a booking paid at the venue, it says the price is collected at the door.

Who can do what#

See Team & roles for the full list.

Booking emails#

Owners and admins can be emailed when a booking is made and when one is cancelled. Each person chooses this for themselves, per venue, under Dashboard→Setup→Settings in the Notifications section.

Related#

• Cancellations & refunds
• Game outcomes & leaderboards
• Host availability & staffing
• Weekly schedule & slots