The Operations Calendar shows your departures, staff shifts and resources on one page. Dispatchers and office staff use it to plan the day, filter what they see and switch between calendars.
Open the Operations calendar
Go to Operations > Calendar. The Operations Calendar page opens on the Operations tab.
Click a tab to change the calendar:
Operations: the departures and their assignments.
Shift calendar: the same shift calendar as on the Shifts page.
Employees: one row for each staff member, with their shifts, leave and availability.
Resources: one row for each resource, with its assignments.
Find departures
On the Operations tab, enter a product name or product code in Search departures... (Ctrl+F). To remove the search and all filters, click Clear filters.
Click Status and select one or more statuses: Planned, Confirmed, Pending, Started, Finished, Cancelled or Failed.
Click Products and select the products to show.
Click More filters. A filter shows only when the calendar has values for it:
Time: the start times in the calendar.
Language: the language of each departure.
Location: the location labels of the departures.
Certification and Resource Type: the labels in these categories on your resources.
The Language filter uses the language of the start time. If the start time has no language, it uses the language of the product. To show the departures that have no language, select No language. To set the language of a start time, see Product Settings.
The calendar does not show departures that have no pax. To show them, select All departures.
Show tours by code or name
A product shows as its full name or as its code. The Show as setting of the product decides which one. You can change this for the whole calendar.
On the Operations tab, go to the right end of the filters.
Click Code to show the product codes, or click Name to show the product names. The calendar shows every product this way.
Default shows each product the way its Show as setting says. PaxFlow keeps your choice in the address of the page, so a link to the page keeps it. To change the Show as setting of a product, see Change display name on a product.
Change the layout
Click Day, 3 Days or Week. The calendar opens on 3 Days. The Week view shows Monday to Sunday.
To go to other dates, click the arrows next to the date, or press Ctrl+Left or Ctrl+Right. To select a date, click the date. To go back to today, click Today.
To change to the compact view, click the grid icon at the right end of the filters. To go back to the detailed view, click the list icon.
Show locations in the calendar
A static location, for example an office, shows as a row in the calendar. The row is above or below the tours. It shows the number of shifts in the location, or No shifts.
The row shows when the location has a shift in the dates on the screen, or when Always show on calendar is on for the location. To collapse or expand a row, click the arrow at the start of the row. To add a static location, see Shift settings.
Choose where a location row shows
In the row of the location, click the three-dot icon. A menu opens.
To show the row when the location has no shifts, click Always show on calendar. A check mark shows next to it when the setting is on.
To move the row, select Above tours or Below tours under Position.
You can also change both settings in Settings > Operations > Shifts > Locations. See Shift settings.
Create a shift in a location row
In the row of the location, click the plus icon on the date of the shift. The Create shift panel opens. Location shows the location of the row. Start and End show the date that you clicked.
Select the Position. If needed, select a staff member and change Start and End.
Click Create shift.
In the compact view, the plus icon is on the same date.
For all the fields in the panel, see Create a shift.
See the notes of a departure
A departure that has a note shows a note icon. Put the pointer on the icon to read the note. To open the departure, click it. Then click the Notes tab.
If the product has a note, the note of the product comes first. The note of the departure follows it. See Internal departure notes and Product Settings.
Use the Employees calendar
Click the Employees tab. The calendar shows one row for each staff member.
To find a staff member, enter their name in Search staff.... Use these filters to show fewer rows or events:
Location, Position and Staff.
Status: Draft, Published, Pending, Accepted, Rejected or Cancelled.
Type: Shift, Leave, Availability or Unavailability.
Labels: the labels on your staff members. This filter shows only when your company has labels for staff members.
To remove the search and the filters, click Clear.
The Hide not employed switch hides staff members who are not employed in the dates on the screen. See Assigning staff on the operational calendar.
To group the rows, click Group by: and select No grouping, Position or Location.
To add a shift, click Create shift. The Create shift panel opens. See Create a shift.
To make a work report, click Work Report. The Shifts page opens on the Work Report tab. See Work reports.
The Employees calendar has a Month view, in addition to Day, 3 Days and Week.
Use the Resources calendar
Click the Resources tab. The calendar shows one row for each resource.
To find a resource, enter text in Search resources.... Click Status and select Assigned, Unassigned, Conflicts or In Progress.
Click Departures and select one or more departures. The calendar shows only the resources on these departures.
The calendar has one filter for each label category that has labels, for example Resource Type. To create labels, see Creating a new label. To remove the search and the filters, click Clear filters.
The Resources calendar has Day, 3 Days, Week and Month views.
Notes
If you do not see the Shift calendar tab, your company does not have shifts, or your user group does not have access to shifts. To turn on shifts, ask PaxFlow support. To get access, ask an admin in your company to change your user group in Settings > User groups.