Overview of Operational Views
CaptainBook provides several visual tools to help you manage your day-to-day operations. The Calendar, Manifest, and Resource Timeline each offer a different perspective on your bookings and scheduled experiences, making it easy to stay on top of departures, staffing, and resource allocation.
The Booking Calendar
The booking calendar provides a visual overview of all your scheduled bookings across days, weeks, or months. To access it, click on Calendar in the left-hand sidebar.
The calendar view allows you to:
See all bookings at a glance — each booking appears as a block on the corresponding date and time.
Filter by experience — show only bookings for specific experiences to reduce clutter.
Switch between views — toggle between day, week, and month views depending on how much detail you need.
Click on a booking to open its detail page for editing or lifecycle actions.
Identify availability gaps — quickly spot empty time slots where additional bookings could be accommodated.
The Manifest View
The manifest is a departure-focused view that shows you exactly who is booked for each experience on a given day. It is especially useful for operational staff who need to prepare for upcoming departures.
The manifest typically displays:
Experience name and time — which experience is departing and when.
Participant list — names and details of all booked guests.
Headcount — total number of participants for each departure.
Special notes — any special requirements, dietary needs, or booking notes.
Check-in status — which guests have been checked in and which are still pending.
You can filter the manifest by date, experience, and other criteria to focus on the departures that matter most to your team.
The Resource Timeline
The resource timeline provides a view of how your resources — such as guides, vehicles, equipment, or venues — are allocated across your schedule. This helps you avoid double-booking resources and ensures every departure has what it needs.
With the resource timeline you can:
See resource assignments — view which resources are assigned to which departures.
Identify conflicts — spot overlapping resource assignments that need to be resolved.
Plan ahead — look at upcoming days to ensure resources are properly allocated.
Reassign resources — drag and adjust resource assignments as operational needs change.
Filtering and Navigation
All three operational views support filtering to help you focus on what matters. Common filters include:
Date range — select specific days, weeks, or custom date ranges.
Experience type — filter to show only specific experiences.
Status — show only confirmed, pending, or other booking states.
Business unit — if you have multiple business units, filter to show only one.
Permissions
Access to calendar, manifest, and timeline views is controlled by user permissions:
Administrators, managers, and reservation roles typically have full visibility across all calendar and manifest views.
Other roles may have scoped views, showing only their own bookings or assigned experiences.
Timeline-specific permissions may be required for resource management features.
Tips for Using Operational Views
Start each day with the manifest to review upcoming departures and guest lists.
Use the calendar for weekly and monthly planning to understand your booking patterns.
Check the resource timeline before confirming new bookings to ensure resources are available.
Print or export manifests when needed for field staff who may not have device access on-site.