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What you will accomplish

You will read the Schedule calendar at a glance—without opening every event—by understanding the small icons and colored badges on event blocks. Expected outcome: Front-desk staff spot online bookings waiting for approval, managers see invoice status, and technicians notice damage flags before walking to the bay.

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When this guide helps

  • A calendar block looks “striped” or different from normal colored events.
  • You see a $ symbol, repeat arrow, warning triangle, or number badge on an event.
  • Several visits stack in one hour and the calendar shows 3 events instead of three separate colors.
  • A customer asks “Is my appointment confirmed?” and you need to know if it still needs approval.
Schedule calendar in 5 Day view showing multiple events with color coding and small icons on event blocks
Icons and badges sit on top of the normal event color. They add meaning without opening each visit.

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Event colors (the big picture)

Each event type has its own color—Vehicle Drop Off, Dealer Service, Detail & Wash, and so on. The color answers: What kind of work is this? Icons and badges answer follow-up questions: Is it confirmed? Paid for? Repeating? Flagged?

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Icon and badge guide

Repeat arrow (↻) — The event is part of a recurring series (weekly storage check-in, monthly battery service). Changing one date may ask whether you mean only this visit or the whole series. See Create recurring appointments.Dollar sign ($) — Billing is linked to this event. Colors often mean:
  • Green — invoice paid.
  • Yellow — invoice open or draft.
  • Red — payment failed or needs attention.
Open the event and scroll to the billing section, or use the Billing column in Table view. Related guide: Review a customer invoice.Striped or “tentative” styling — The visit is not fully confirmed yet. Common causes:
  • A customer booked online and the event is in Needs Approval.
  • A service plan generated a future visit that is still tentative.
Use Approve or decline a customer booking request or Understand tentative and service plan events.Warning / alert badge — Often means needs approval when several events overlap. Click the grouped block to see which visit is waiting.Triangle / damage count — At least one damage photo was marked on linked intake or workflow photos. Open the event and use Open Event to review images before telling a customer “no issues found.”Needs completion indicator — Work was started but checklists or photos are not finished. The event may still show In Progress on the Progress board.Green check mark — The event is complete. Completed events keep their event type color, and the event icon turns into a solid green check so you can scan the day without opening each block. To reopen one, click it and change the status.
Close-up of Schedule calendar events showing small billing and status indicators on colored event blocks
Look at the corner of each block for small icons. A $ badge means billing is tied to that visit—open the event before you tell a customer their balance is clear.

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Grouped events (busy time slots)

When two or more events share the same hour, the calendar may show one dashed block labeled 2 events, 3 events, and so on. Why this happens: The calendar keeps busy hours readable. A single block does not mean only one visit—it means “open this to see the list.”
1

Click the grouped block

Expected result: A list opens showing each visit in that slot.
2

Read small badges on each row

Rows may show their own approval, billing, or damage indicators.
3

Open the correct event

Click the row you need. The normal detail panel opens.Full steps: Find and filter scheduled work (section When several events share the same time slot).
Grouped events dialog listing multiple appointments that share the same busy time slot on Schedule
Grouped blocks protect readability on busy days. Click the count (for example 2 Events) to expand the list—never assume it is only one visit.

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Needs Approval at a glance

Online bookings waiting for your team may show:
  • A Needs Approval filter button with a number badge at the top of Schedule.
  • Striped or tentative styling on the calendar block itself.
1

Open Schedule

Go to Schedule.
2

Click Needs Approval

Click Needs Approval when the button shows a number (for example Needs Approval 2).Expected result: Only portal requests waiting for staff action remain on the calendar or table.
3

Open each event and approve or decline

Click a striped event, read the customer request, then approve, decline, or suggest a new time.Why this matters: Customers often think booking online means they are confirmed. Your team must approve before you promise the slot.
Schedule with Needs Approval filter active showing pending customer booking requests with striped styling
Turn on Needs Approval to focus on visits that are not confirmed yet. Approve or decline promptly so customers are not left waiting.
Do not tell a customer “you are confirmed” while stripedIf an event still needs approval, treat it as pending until a manager approves it. See Approve or decline a customer booking request.

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Table view shows the same signals in columns

When icons feel crowded on the calendar, switch to Table view. You can turn on columns such as Status and Billing for a scannable list.
1

Open Filters & Settings

On Schedule, click Filters & Settings.
2

Choose Table view

Under View Mode, click Table.
3

Turn on Status and Billing columns

In the column picker, enable Status, Billing, and Assigned to when you need a manager’s morning checklist.Expected result: Each row shows the same signals as the calendar—without squinting at tiny icons.
Guide: Use Table view on Schedule.

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Quick reference card

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Common mistakes to avoid

  • Do not ignore a $ badge when a customer asks about payment—the invoice may still be open.
  • Do not drag a recurring event without reading the Only this event vs All events prompt.
  • Do not assume a grouped block is only one visit—always click when the count is greater than one.
  • Do not promise a customer their online booking is confirmed while Needs Approval still shows a count.

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What to do next