Calendar Views let you control exactly what information appears on each event in your calendar. Choose a display mode, pick the data fields that matter most, and add status icons — so your team can see everything they need at a glance without opening each booking.
What Are Calendar Views?
Every event on the calendar shows a small box with a few lines of information. By default, you see the time, capacity, and product name — but different team members need different details. A boat captain wants to see the main resource and guest count; a front-desk manager wants payment status and the booker name.
Calendar Views solve this by letting each user create personal views that define:
Display mode — what the calendar shows (bookings, bookable availabilities, or all availabilities)
Three lines of data — pick a field for each line from a rich list of options
Status icons — add visual indicators (confirmation status, payment status, check-in, etc.) next to each line
You can create multiple views and switch between them instantly from the calendar.
Display Modes
Every calendar view uses one of three display modes, which controls what kind of events appear on the calendar:
Mode | What It Shows | Best For |
Bookings | One event per booking — shows individual reservations | Day-to-day operations, guest management, payment tracking |
Bookable Availabilities | One event per bookable time slot — shows slots that can accept bookings | Capacity planning, seeing what is still available |
All Availabilities | One event per time slot — includes both bookable and non-bookable | Full schedule overview, spotting blocked or closed slots |
Available Fields
The fields you can display depend on the display mode and the line position. Each line can show one data field.
Bookings Mode
Line | Available Fields |
Line 1 | Time, Product name, Product option, Reseller name, Discount code, Reseller commission, Tips, Paid vs Total, Expires at, Booker name, + Custom Attributes |
Line 2 | Guest mix, Extras, Product name, Product option, Paid vs Total, + Custom Attributes |
Line 3 | Main resource, Auxiliary resources, Booker name, Reseller name, Paid vs Total, + Custom Attributes |
If you have Custom Attributes defined for bookings, they automatically appear as additional field options on every line.
Bookable / All Availabilities Modes
Line | Available Fields |
Line 1 | Time, Product name, Product option, Capacity status, Bookable status, Available resources count |
Line 2 | Pax count, Remaining capacity, Total capacity, Available resources count, Cut-off time, Duration |
Line 3 | Product name, Product option, Capacity status, Bookable status, Pricing strategy overview |
Status Icons
Each line can optionally show a status icon on the right side. Icons give you instant visual feedback without reading the text.
Bookings Mode Icons
Confirmed — whether the booking is confirmed
Payment status — paid, partially paid, or unpaid
Refundable — whether the booking is refundable
Questions answered — whether the guest has answered required questions
Documents signed — whether required documents have been signed
Checked in — whether the guest has checked in
Availability Mode Icons
Unavailable — marks unavailable slots
Fully booked — marks slots with no remaining capacity
Paid — payment-related indicator
Switching Views
On the calendar page, click the View button in the top-right corner. A dropdown appears with two sections:
My Views — your personal custom views
Default Views — built-in system views available to everyone
Click any view to switch to it instantly. The calendar reloads with the selected display mode and field layout. Your selection is saved automatically — next time you open the calendar, it remembers your last active view.
Default System Views
CaptainBook comes with three built-in views that cannot be deleted:
View | Mode | Line 1 | Line 2 | Line 3 |
Bookings Only | Bookings | Time | Pax count | Product name |
Bookable Only | Bookable | Time | Remaining capacity | Product name |
All Availabilities | All | Time | Capacity status | Product name |
These are a good starting point. You can use them as-is or create your own views with the fields and icons that matter to your workflow.
Creating a Custom View
To create your own view:
Click the View button on the calendar.
Click Create new view.
A builder panel slides open on the right side of the screen.
Fill in the details:
Name — give the view a descriptive name (e.g. "Captain's View", "Front Desk", "Capacity Check").
Display mode — choose Bookings, Bookable Availabilities, or All Availabilities. This determines which fields are available.
Line 1, Line 2, Line 3 — for each line, select a data field and optionally an icon from the dropdowns. The available options update based on your chosen display mode.
Set as default — check this box if you want the calendar to open with this view automatically.
A live preview shows how your event boxes will look as you configure the fields.
Click Save. Your new view appears under "My Views" in the dropdown.
Editing a View
Click the View button on the calendar.
Click Manage views.
Find the view you want to edit and click the edit icon.
The builder panel opens with the current configuration. Make your changes and click Save.
You can only edit views that you created. System default views cannot be modified.
Setting a Default View
You can set one default view per display mode. The default view is what loads when you open the calendar.
To set a default:
From the builder: check the "Set as default" checkbox when creating or editing a view.
From Manage views: click the star icon next to the view you want as default.
Setting a new default automatically removes the default flag from any other view in the same display mode.
Deleting a View
Open Manage views from the View dropdown.
Click the delete icon next to the view you want to remove.
System default views cannot be deleted. If you delete a view that was currently active, the calendar falls back to the next available view.
Custom Attributes on the Calendar
If you have Custom Attributes defined for bookings, they automatically appear as field options in the Calendar View Builder when using Bookings display mode.
For example, if you have a booking attribute called "T-shirt Size", it will show up in the field dropdowns for all three lines. Select it on any line to display that data directly on calendar event boxes.
This is especially useful for operational attributes — things your team needs to know before the guest arrives, like dietary preferences, pickup locations, or equipment sizes.
Example View Configurations
Captain / Guide View
Line | Field | Icon |
Line 1 | Time | Confirmed |
Line 2 | Guest mix | Checked in |
Line 3 | Main resource | None |
See at a glance: when the trip is, how many guests (and whether they checked in), and which boat or vehicle is assigned.
Front Desk / Admin View
Line | Field | Icon |
Line 1 | Time | Payment status |
Line 2 | Guest mix | Documents signed |
Line 3 | Booker name | Questions answered |
Focus on payment collection, guest readiness, and knowing who made the booking.
Reseller Tracking View
Line | Field | Icon |
Line 1 | Time | Confirmed |
Line 2 | Product name | None |
Line 3 | Reseller name | None |
Quickly see which bookings came from which distribution partner.
FAQ
Can other team members see my custom views?
No. Custom views are personal — only you can see and use yours. System default views are shared across the team.
What happens if I change the display mode on an existing view?
The field selections reset to valid options for the new mode, since different modes have different available fields.
Can I reorder the views in the dropdown?
Views are ordered by their creation order. System views always appear in the "Default Views" section, and your personal views appear under "My Views".
Is there a limit to how many views I can create?
There is no hard limit. Create as many as you need for different workflows.
Does my view selection persist?
Yes. Your last selected view is saved to your profile and automatically loaded the next time you open the calendar.