Facility calendars and a day timeline of a site
See bookings by week on a calendar, one colour per facility. Or see a whole site's day on a timeline, with facilities as rows and hours as columns. Click a free hour to book it.
PLANSEvery plan
The problem it solves
- The estate office cannot see at a glance which halls are used tomorrow.
- Front desk staff open each room's calendar one by one to plan the day.
- Closed hours and maintenance are not visible next to the bookings.
- A private meeting's title shows on the shared calendar.
How it works
- Open Facilities > Schedule > Calendar. The week's bookings show one colour per facility; filter facilities in the side panel.
- Click a booking to open it, or click a free time to start a new one.
- Open Schedule > Timeline for one day of a site: facilities down the side with their type and capacity, hours across.
- Bookings are blocks coloured by status; your own are outlined. Blocked time and closed hours are shaded.
- Move between days with the arrows, Today or the date box; choose the site and filter by type.
- Click a free hour on a row to book that facility at that hour, or a block to open the booking.
Everything it does
Calendar
- Week view to start with; day and month also
- One colour per facility, the booker's photo, and the status
- Filter by facility; switch to the list and the form
- Cancelled, rejected and moved-out bookings are left out
- A private booking of someone else shows as Booked
Timeline
- One site and one day; hours from the site's opening time, widened for facilities with their own hours
- Rows: each bookable facility of the site, with type and capacity; filter by type
- Blocks for bookings waiting for approval, offered, waiting for payment, confirmed, in use and done
- Your own bookings outlined; past hours marked
- Blocked time shaded with its reason; hours a facility is closed shaded as Closed
- Titles and bookers hidden where you may not see them (private, or shown only as free or busy)
- Click a free hour to start a booking; click a block you may see to open it
Day views on the cards and screens
- Each facility card has a bar of today from 06:00 to 22:00 with its bookings and where now is
- A facility's day page lists every time as free or taken
- A strip shows the next days with how many free times each has, up to 14 days
Who uses it
Estate officer or facility managerPlans a site's day and week from the timeline.
Front deskSees what is on at every facility today.
BookerFinds a free time on the calendar and books it.
Where you use it
- Web: Facilities > Schedule > Calendar and Schedule > Timeline
- Web: the facility's day on the office screen, with the day strip
- The booking portal and the SmartMy Facility app: a facility's day with free and taken times. The app is built and in testing, not in the app stores yet
- Not a printable wall chart: the timeline is a screen
What you control
Settings
- Site opening hours set the timeline's columns
- Private per booking; free or busy only per shared facility (Growth)
Questions
Can I see all halls of a campus for tomorrow on one screen?
Yes. Open the Timeline, choose the site and the next day. Every bookable facility is a row.Does the timeline show maintenance?
Yes. Blocked time is shaded with its reason, and hours a facility is closed are shaded as Closed.Will others see the title of my private meeting?
No. They see only Booked, on the calendar and on the timeline.Can I book from the timeline?
Yes. Click a free hour on a facility's row. The booking form opens with the facility and the hour filled in.Does it sync with Outlook?
Bookings appear in the SmartMy calendar. Keeping room calendars in step with Microsoft 365 or Google comes with Scale.Related features
FINDINGFind a free facility, or book one that is free nowSearch for a room that is free at a time, for a number of people and with the amenities you need. Or see what is free right now and grab it for 30 minutes or an hour.PLACES AND FACILITIESSites with opening hours, holidays and a shared room listEach site has its own time zone, opening hours, working days and facility managers, and holidays are blocked for the whole site. Blocks, floors and rooms are one list that the other SmartMy products use too.BOOKING RULESSetup and cleanup time, and blocked time for maintenanceKeep time free before and after each booking for setting up and clearing. Block facilities for maintenance, cleaning, events or holidays, once or every week.PORTAL, OFFICE SCREENS AND APPOffice screens and the front desk's dayStaff book from the back office on the same simple screens as the portal and the app: cards, a facility's day and one short form. Approvers decide on one screen, and the front desk runs its day from a board of who is expected, inside, done or a no-show.WORKPLACE EXTRASRoom calendars kept in step with Microsoft 365 and GoogleBookings made in SmartMy Facility appear in the room's Outlook or Google calendar, and meetings booked there reserve the room here. Built and tested against simulated services; tried with you on your own account before go-live.REPORTS AND RECORDSBooking analysis and utilisationSee when facilities are used by weekday and hour, and how many bookings end as no-shows, cancellations or rejections. See how many open hours of each facility are booked.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.