Calendar

The Calendar gives your staff a single place to see everything happening across your space. Instead of checking bookings, tours, tasks, and events in separate screens, Deskie collects them all into one timeline. You can browse it inside Deskie using several view layouts, and you can subscribe to a live feed so the same information shows up in Google Calendar, Apple Calendar, Outlook, or any app that reads iCal feeds.

What appears on the calendar

The calendar combines several different kinds of activity into a shared list of events. Each item is color coded by type so you can tell at a glance what you are looking at. The types are:

• Bookings (green): reservations of a resource or asset, such as a meeting room or desk. The title shows the resource or asset name. For bookings that are not hourly, the interval (daily, weekly, or monthly) is shown in the title and the booking is treated as an all day item.
• Tours (blue): scheduled tours for prospective members. The title shows the visitor's name, and the entry carries the visitor's email and phone where available.
• Tasks (orange): tasks that have a due date. Tasks always appear as all day items on their due date, and the assigned staff member is listed as an attendee.
• Passes (purple): day pass activity. This includes pass usages that are scheduled, checked in, or completed, as well as approved passes that were purchased for a specific future date. Passes show as all day items. The title combines the pass type name and the member's name.
• Events (pink): community events that are published or completed. Cancelled and draft events are not shown.

Each event is built from the live record, so the calendar always reflects the current state of the underlying booking, tour, task, pass, or event. There is nothing to sync or refresh manually inside Deskie.

How scope and location filtering work

The calendar respects your workspace and location context, so staff only see the activity that is relevant to them.

• When you are viewing across all locations as an admin, the calendar shows activity for every location in the workspace.
• When a specific location is selected, the calendar is filtered to that location's bookings, tours, passes, and events. Tasks are tied to the workspace rather than a single location.
• If you do not have access to any location, the calendar returns no events rather than showing everything.

There is one deliberate exception for teams. A team manager who is not an admin will also see their teammates' bookings, even if those bookings are at a different location than the manager's own location scope. Regular team members see teammate bookings only when the team has the option to share bookings across the team turned on. This keeps cross location team visibility working without exposing the whole workspace. See workspaces and locations for more on how location scope is set.

The calendar page itself requires an admin level role to open.

Views and navigation

The in app calendar offers four layouts, switchable from the view dropdown in the top right corner:

• Month: a traditional month grid. Good for spotting busy days at a glance.
• Week: a seven day timeline starting on Sunday.
• Day: a single day timeline.
• Agenda: a scrollable list of upcoming events across a span of days.

You can switch views instantly with keyboard shortcuts: press M for month, W for week, D for day, and A for agenda. Shortcuts are ignored while you are typing in a field or while the event detail panel is open.

Use the Today button to jump back to the current date, and the left and right arrows to step backward and forward. The step size matches the active view, so in month view the arrows move by a month, in week view by a week, and so on. The title in the header always reflects the period you are looking at.

Alongside the main grid there is a sidebar with a mini calendar for picking dates, an upcoming events list, and a set of type filters. The filters let you show or hide bookings, tours, tasks, passes, and events independently so you can focus on one kind of activity.

Opening event details

Clicking an event opens the right detail surface for that type:

• Clicking a booking opens the booking detail view, where you can review and act on the reservation. See booking a resource.
• Clicking a tour opens the matching CRM lead drawer with the tour overview, so you can manage the prospect from the calendar.
• Clicking any other event type opens a detail panel summarizing the item.

Times shown in detail panels and list views are displayed in your workspace timezone and follow your workspace's 12 hour or 24 hour time format setting.

The calendar feed and subscriptions

Beyond browsing inside Deskie, you can subscribe to a live calendar feed and have your space's activity appear automatically in an outside calendar app. The feed is delivered as a standard iCal (.ics) file, which Google Calendar, Apple Calendar, Outlook, and most other calendar apps understand.

The feed URL is tied to your current location. Each location has its own private feed link. When you open the Sync Calendar panel, Deskie generates a unique, hard to guess token for that location the first time it is needed and builds a feed URL from it. Anyone with the URL can read the feed, so treat it like a private link.

The location feed includes:

• Confirmed bookings for resources at that location.
• Scheduled tours at that location, shown as 30 minute blocks.
• Tasks for the workspace that are still to do or in progress and have a due date, shown as all day items.
• Passes that are scheduled, checked in, or completed, plus passes purchased for a specific approved future date, shown as all day items.

The feed covers a rolling window from 30 days in the past through 90 days into the future, so subscribers always see recent history and what is coming up without an unbounded list. Each item carries a category tag (Booking, Tour, Task, or Pass) so calendar apps can group or color them.

Subscribing in your calendar app

Open the Sync Calendar panel, copy the Calendar Feed URL, and add it to your calendar app as a subscription:

• Google Calendar: Settings, then Add calendar, then From URL.
• Apple Calendar: File, then New Calendar Subscription.
• Outlook: Add calendar, then Subscribe from web.

Because subscriptions are read only feeds, the events flow one way from Deskie into your calendar app. Editing or deleting an entry in your outside calendar does not change anything in Deskie. How often the feed refreshes is controlled by your calendar app, not by Deskie.

Revoking access by regenerating the URL

If a feed link has been shared too widely or you want to cut off existing subscribers, use Regenerate URL in the Sync Calendar panel. This creates a brand new token for the location and immediately invalidates the old link. Anyone still subscribed to the previous URL will stop receiving the feed and will need the new link to resubscribe. Regenerating the URL requires permission to manage the location.

Per resource calendar feeds

In addition to the location wide feed, individual resources have their own calendar feed. From a resource's detail page you can copy a feed URL that contains only the confirmed bookings for that single resource, again over the rolling 30 days back to 90 days ahead window. This is useful when you want to publish or subscribe to the schedule for just one room or desk rather than the whole location. Generating a resource feed requires permission to manage resources. See resources overview for more on managing resources.