Use the Booking Management timeline (calendar view)

Booking Management is the operational picture of a day or a week: which unit is out, which is coming back, and what is still waiting to be collected. The Bookings list answers "where is that booking?" — this screen answers "what is happening right now?".

Open it from Booking Management in the menu. It always shows the location that is picked in the Location picker at the top of the left menu; switch location there to see another one.

What is on the page, top to bottom

A sticky bar with the date controls.
For locations with code locks: the timeline, one row per lock. For staffed locations: an availability table instead (see the last sections).
Underneath, a list of the same bookings with a status dropdown on every row.

Move between days and weeks

The sticky bar at the top holds everything to do with time:

Day / Week — the two views. Day shows one calendar day with hour columns; Week shows a whole Monday-to-Sunday week, whatever week start your account uses elsewhere.
The arrow buttons on either side of the date field go one day back or forward — or one whole week in Week view.
The date field (Select day, or Select week in week view) opens a calendar so you can jump straight to a date. The calendar is in your admin language and starts the week on the day usual in your account's country: the Country in your account settings, else the country of the account's contact phone, else Monday (Sunday-first for example in the US and Canada).
Today takes you back to the current date.

Collapse the date bar (useful on a phone)

The bar shrinks by itself when you scroll down the page and opens again when you scroll back to the top. You can also use the small chevron at the right of the bar — its tooltip reads Hide date options or Show date options. Collapsed, the bar keeps only the arrows and the date field; Day / Week and Today come back when you expand it.

Zoom calendar

In Week view, and in both views on a phone, you get Zoom calendar with 1x, 2x and 3x. Zoom does not change what is shown — the whole day or week is always on the timeline — it only stretches the hours wider so short bookings are easier to hit, and the timeline gets its own horizontal scrollbar.

How far back you can look

Booking Management loads bookings that start from about 30 days ago and onwards. If you step back further than that, the timeline looks empty even though the bookings exist — use the Bookings list with its Date range for older bookings (see the guide on finding and filtering bookings).

The rows: one row per lock, grouped by lock section

A row is a physical unit, not a product. Two kayaks are two rows.

The grey headline rows are the same lock sections you see on the location's Locks tab, in the same order:

{location} · Igloo locks — every Igloo lock at the location in one section.
{location} · Manual locks — every manual lock at the location in one section.
Allockate units and Gokaya box stations each get their own section, named after the unit.

Under each section comes one row per lock, labelled like this:

Locker 4: Kayak — the lock's number, then the short name of the product assigned to that lock.

Within a section, locks are sorted in number order (2 comes before 10). Storage locks are not shown here, because they hold no product and take no bookings. A lock with no product assigned still gets a row, but nothing can be dropped on it.

Inactive locks are shaded

A lock that has been deactivated on the Locks tab still has its row, so you can see the bookings that are still on it, but it is drawn differently:

the row has a faint diagonal hatch,
the lock's name is greyed out and followed by a crossed-out padlock icon,
hovering the name shows This lock is inactive.

An inactive lock cannot take a booking: if you drag a booking onto it, the drop is refused with This lock is inactive. The bookings already sitting on an inactive row are there to be moved off — drag each of them to an active lock with the same product. This is the usual follow-up after deactivating a broken or replaced lock: the Deactivate lock dialog on the Locks tab tells you how many upcoming bookings are still on the lock and links here with Open booking management. (Deactivating, activating and replacing locks is covered in the guide on connecting and managing locks; Replace lock there can also move the upcoming bookings for you.)

The bars

Each bar is one product line of one booking, sitting on the lock it is assigned to and spanning its start and end time. The label reads the customer's name and the booking number.

What is not on the timeline matters just as much:

Bookings whose payment is still Pending are left out. That includes a customer who is in checkout right now — the unit is held for them for about seven minutes while they pay, but it does not show as a bar until the booking is paid (or confirmed).
Cancelled product lines are left out.
A line that has no lock assigned has nowhere to be drawn, so it does not appear.
Membership purchases are never shown.

If a booking you expect is missing, one of those is nearly always the reason — or the booking starts more than about 30 days back.

What the colours mean

The bar colour is the booking's pickup status — the same states as the status dropdown (see the guide on pickup, return and booking statuses):

Look	Meaning
White with a dark outline	Ready for pickup, or Not collected - pre-flow required — not collected yet
Solid blue	Picked up — the unit is out
Solid green	Returned — the unit is back

When you select a Returned bar it turns grey and shows a small "no entry" icon, because it cannot be moved. A selected bar that can be moved shows a move icon instead (its hint reads Drag to move to another locker row.). A booking that ended more than 30 minutes ago without being marked returned still shows the move icon, but it can't be moved either (see "When a drop is refused" below).

The orange line: current time at this location

A thick orange vertical line marks the current time, with the tooltip Current time at this location. It only appears when the day or week you are looking at includes today, and it follows the location's own timezone, not your computer's — which matters if you run a location in another country. In week view, thin grey lines separate the days.

Open a booking from the timeline

Double-click a bar (or tap it twice quickly on a phone) to open that booking.

A single click only selects the bar, which is the first half of moving it. Click it again, or click an empty part of the timeline, to deselect. On a phone, the selected bar shows a small label with the customer's name and booking number, because there is no hover.

Drag a booking to another lock

Dragging a bar from one lock row to another moves the booking to that physical unit without changing its times or its price. The per-line lock dropdown on the booking itself is the other way to do it (see the guide on editing, moving or cancelling a booking).

Click the booking once to select it.
Drag it straight up or down onto another lock's row. It cannot move sideways — the times stay fixed while you drag.
Let go.

While a booking is selected, the rows show in advance what a drop would do:

Row appearance	What a drop does
White with a green left edge	Allowed. If the lock is free for that time, the booking simply moves. If one other booking of the same product overlaps it, the two swap locks and both keep their times. If your booking overlaps two back-to-back bookings on that lock, all three are rotated between the two locks in one go.
Light grey with a grey left edge	The lock the booking is on now — nothing happens
Grey diagonal stripes	Not allowed: the lock is for a different product, has no product assigned, or is inactive. The section headlines are striped too.
Red diagonal stripes	Not allowed: more than one booking overlaps that lock at that time, or the overlapping booking is for a different product

While you drag over an allowed row, the bookings that would move with you are shown faintly on the rows they would end up on, so you can see a swap before you commit to it.

Returned bookings on the target lock never block a drop: a booking already marked returned does not count as occupying the lock.

When a drop is refused

Nothing changes and a red message appears under the timeline:

Returned bookings cannot be moved to another lock. — a booking marked returned stays where it is. You can still move a different booking into that lock over the same period.
"Product booking … belongs to a finished booking" — the booking ended more than 30 minutes ago. A finished booking keeps the lock the customer used, even if nobody marked it returned. The message is shown in English in every admin language.
This change can't be made: more than one booking overlaps this lock at this time. Please contact support if you need help.
Cannot move between different products — the booking already on the target lock is for another product.
This lock is for a different product, This lock has no product assigned or This lock is inactive — the target row itself cannot take the booking.

Any other red message is the server's own reason, shown as it comes (often in English); nothing was changed. If it doesn't make sense, reload the page and try again, or move the booking with Edit Lock on the booking itself.

A booking can only move between locks that carry the same product. To give a customer a different product, change the booking's products instead (see the guide on editing a booking).

When it works

You briefly see Updating lock assignments… while it saves, then Locks updated.

If the booking starts within about 20 minutes, is under way, or ended less than an hour ago (so the customer may have their unlock page open), a second line is added:

"Customers who already have this booking open will see the new codes refresh once a minute. If they switch a browser tab and back — or lock and unlock their phone — it should update within a few seconds."

Every move is written to the booking's Change log, for example "Lock changed from 12 to 14 for Kayak by: Anna" (see the guide on editing a booking).

What happens to the access code when you move a booking

The customer's access follows the booking to its new lock:

Igloo locks — if the move is more than about 14 hours before the start, the code that is due to be created simply follows to the new lock. Closer to the start (or during the rental), a new code for the new lock is created straight away.
Manual locks — the code is the lock's own master code, so the customer gets the new lock's code; nothing needs creating.
Allockate units — new access is issued for the new lock and the old one is withdrawn.

That is also why moving a booking is the practical fix when an Igloo booking close to its start never got a code: there is no "regenerate code" button, but moving the booking to another free lock with the same product (and back again, if you want the original lock) creates a new code. The full no-code checklist is in the guide on customers who got no PIN code.

Who can drag

Moving bookings needs permission to manage bookings (account owners, members and Booking staff, and the partner roles that manage bookings). Viewers see the same timeline but cannot select or drag bars; in Day view the bars do not react to clicks for them, in Week view a click opens the booking. Viewers can always open a booking from the list below the timeline.

Timeline tips (the help button)

The short "how to" for the timeline is called Using the timeline. It is only shown to users who can move bookings, and only when the location has lock rows.

On a computer it is a panel above the timeline, open by default; collapse it with its arrow.
On a phone or narrow window it is behind a blue info icon at the top of the timeline card (next to Zoom calendar on a phone); tapping it opens the same tips in a dialog.

The tips read:

Change lock for booking: Select a booking, then drag it up or down to a different lock.
Returned bookings can't be moved to another lock, but you can still move another booking into the same lock over that time.
Double-click to open the booking.
The orange bar = Current time at this location.

The booking list under the timeline

Below the timeline is the same day's bookings as a list you can act on without opening anything.

View bookings filters it (you can tick several):

Show all
Check ins today — bookings that start on the selected date
Check outs today — bookings that end on the selected date
No check-in/out today — bookings that are running but neither start nor end on the selected date

The list shows Status, Name, Order No., Start, End, Check in, Check out, Payment status and Products. Click a row to open the booking. On a phone each booking is a card with the status dropdown at the top.

Status is a live dropdown — changing it marks the booking picked up or returned straight away and shows Booking updated!. That is the fastest way to work through a morning's handovers. What each state does is covered in the guide on pickup, return and booking statuses. Booking staff can use it like owners and members; viewers see the dropdown greyed out.

Start and End are the booked times; Check in and Check out are the times somebody actually collected and returned. Cancelled bookings, and bookings with a pending or expired payment, are left out of this list. Cancelled product lines inside a booking are shown struck through in Products.

When you have an event that day

If a bookable event occasion falls on the selected date, a toggle appears with Inventory and Event Overview. Inventory is the timeline described above; Event Overview shows the event bookings instead, where users who can manage bookings (Booking staff included) can mark attendees who didn't show up. With no event on the date, the toggle is not shown.

At a staffed location: the availability table

A location whose Staff presence is Manned has no locks, so instead of the timeline you get a table of how many units of each product are free, per opening hour of the selected day. It only appears on days the location is open.

Set booking length — choose Hours and Days. Each cell then shows how many units of that product are free for a rental of that length starting at that hour. An empty cell means none are free. The longest length is 14 days.
The last column, Night, shows how many units are already out when the location opens (booked from an earlier day).

The toggle above the table switches between three views:

Inventory — the availability table above.
IN-OUT — per product and hour, a green +n for units coming back and a red −n for units going out at that time, plus a second row that counts whole orders the same way.
Event Overview — the event bookings.

The booking list with the status dropdown is shown under the table here too.

Quick reference

You want to…	Do this
See what goes out today	Day view, or Check ins today in the list
See what comes back today	Check outs today in the list
Plan a whole week	Week view
Read short bookings more easily	Zoom calendar
Open a booking	Double-click its bar
Put a booking on another unit	Select the bar, drag it to that row (open bookings only)
Swap two bookings	Drag one onto the other's row
Empty a broken or replaced lock	Drag each booking off the hatched (inactive) row
Get a customer a fresh Igloo code	Move the booking to another free lock (and back)
Mark a unit collected or back	The Status dropdown in the list below
See free units at a staffed location	Set booking length, then read the table

Common questions

Why can't I drop the booking on that lock? The row is striped: the lock is for a different product, has no product, is inactive, or already has more than one overlapping booking. The red message under the timeline says which.

It says "belongs to a finished booking" when I drag a booking — why? The booking ended more than 30 minutes ago. Finished bookings keep the lock the customer used and can't be moved, even when they were never marked returned.

The row is greyed and hatched with a crossed-out padlock — what is that? That lock is inactive. Its existing bookings are still shown so you can drag them to an active lock; it cannot take new ones.

Can I swap two customers between two kayaks? Yes. Select one booking and drag it onto the other booking's row; if both are for the same product, they swap locks and keep their times.

The customer never got a code — can I regenerate it? There is no regenerate button. For an Igloo lock, move the booking to another free lock with the same product (and back if you like) — that creates a new code once the booking is within about 14 hours of its start.

Why is a booking missing from the calendar? It is still pending payment (for example someone is in checkout right now), it is cancelled, it has no lock assigned, or it starts more than about 30 days back.

Someone is paying right now — why isn't that booking shown as reserved? A checkout in progress is a pending booking, and pending bookings are not drawn. The unit is held for them for about seven minutes while they pay.

I can't drag anything. You need permission to manage bookings (owners, members or Booking staff); viewers only look. Also check that you clicked the bar once to select it before dragging.

Where are the timeline tips? On a computer in the Using the timeline panel above the timeline; on a phone or narrow window behind the blue info icon at the top of the timeline card.

Can Booking staff check customers in and out and move bookings here? Yes. Booking staff can drag bookings to another lock and change the Status dropdown, just like owners and members. They can't change locks, products or settings.

The calendar starts the week on Sunday, but Week view runs Monday to Sunday. Why? The date picker follows your account's country for the first day of the week. The Week view on the timeline always shows Monday to Sunday.