Bookings and Calendar

Bookings tie everything together — your clients, events, team members, and proposals all connect through bookings. The calendar view gives you a visual overview of your schedule so you never double-book or miss an event.

Accessing Bookings

1. Navigate to Clients from the sidebar
2. Switch to the Bookings tab to see all your bookings in a list
3. Switch to the Calendar tab for a visual monthly view

Creating a Booking

1. Click the + New Booking button (or click on a date in the calendar view)
2. Fill in the details:

• Title — Name of the booking (e.g., "Smith Wedding Photobooth")
• Date — When the event takes place
• Client — Select from your client database
• Event — Link to an existing ALIVE event

3. Optionally expand More Details to add:

• Start Time and End Time
• Location — Venue address
• Team Member — Assign someone from your team
• Price — The booking price
• Notes — Any additional details

4. Click Create

Booking Statuses

Each booking moves through a workflow:

• Inquiry — Initial lead or inquiry from a potential client
• Confirmed — The booking is locked in and confirmed
• Completed — The event has taken place
• Cancelled — The booking was cancelled

You can filter the bookings list by status using the filter panel at the top.

Calendar View

The calendar tab shows all your bookings on a monthly calendar powered by FullCalendar. Each booking appears as a color-coded chip:

• Yellow — Inquiry / Lead
• Blue — Confirmed / Booked
• Green — Completed / Done
• Pink — Cancelled

Click on any booking chip to open the edit modal. Click on an empty date to quickly create a new booking for that day.

Linking Bookings to Proposals

Bookings and proposals work hand in hand. When you create a proposal:

• You can link it to a booking so the proposal references the correct event details
• When a client signs the proposal, the booking can be automatically confirmed
• Team members can be auto-assigned to the booking when the proposal is signed
• The assigned team member receives an email notification with event details, date, location, and client name

Exporting Your Calendar

Need your bookings in your personal calendar? You can export to ICS format:

1. Go to the Calendar tab
2. Click the Export button (download icon)
3. An .ics file downloads with all your bookings
4. Import it into Google Calendar, Apple Calendar, or any calendar app

This keeps your photobooth schedule synced with your personal calendar.

Team Assignment

When creating or editing a booking, you can assign a team member from your roster. This is especially useful when you have multiple operators:

• Each booking shows which team member is assigned
• Assigned members receive email notifications
• The calendar shows team member names on booking chips
• Auto-assignment can be triggered when a proposal is signed — ALIVE picks the team member with the fewest bookings on that date

What's Next?

• Client Database
• Creating Proposals
• Business Tools Overview

Updated on: 07/05/2026