How to Use the Availability Calendar
Before you promise a customer a delivery date, you need one honest answer: is this actually available? The Availability Calendar (also called the Fleet Calendar) gives you that answer at a glance. Search for a category or a specific asset, pick a date range, and see a colour-coded timeline of what’s available, booked, rented out, or blocked for maintenance — right down to the individual stock unit.
Why Use the Availability Calendar?
- Avoid double-booking — see committed and maintenance-blocked stock before you add an item to an order.
- Answer availability questions instantly — a customer asks “do you have 5 of these next weekend?”; you have the answer in seconds.
- Trace who’s holding a unit — drill into any booked unit and jump directly to the order behind it.
- Plan around maintenance — maintenance windows show up right alongside bookings, so you won’t quote a unit that’s in the shop.
The Availability Calendar is read-only — it shows you the picture, it doesn’t create bookings. You still add assets and reserve stock from within an order.
Opening the Calendar
Click the Calendar icon in the top navigation bar. The page opens with an empty prompt until you pick something to look at.
Access: The Availability Calendar requires the Assets — Write (
assets.write) permission. If you don’t see the Calendar icon, ask your administrator to grant it.
Step 1 — Search for a Category or Asset
Use the single search bar at the top. Start typing and the dropdown groups matches into sections:
| Search by | What you get |
|---|---|
| Category | The full fleet of assets in that category |
| Asset | One or more specific assets you name |
| Stock Tag | A single physical unit (e.g. PTES-BAT-0004) — jumps straight into that unit’s detail view |
A few rules the search follows:
- Categories and assets are mutually exclusive. Picking a category clears any selected assets, and vice versa. You can select multiple categories, or multiple assets — just not both at once.
- Selected items appear as chips in the search bar. Remove one with its
×, or press Backspace with an empty box to drop the last chip. - Click the reset icon (the circular arrow on the right of the search bar) to clear everything and start over.
The calendar loads automatically as soon as you make a selection — there’s no separate “search” button to press.
Step 2 — Set the Date Range
To the right of the search bar are the date controls:
- Range presets —
7D,14D, or30Dset the window length starting from today. - Previous / Next arrows — step the whole window backward or forward by the current preset length (e.g. jump to the next 7 days).
- Today — snap the window back to start from today. It’s disabled while you’re already showing today.
The current window is shown between the arrows, for example Mar 3 – Mar 10, 2026.
Step 3 — Read the Grid
Each asset appears as a row, with a colour block for every day in your range. The legend at the top of the grid explains the colours:
| Colour | Meaning |
|---|---|
| Available | Free stock you can book |
| Partial | Some units free, some committed on that day |
| Booked | Reserved on a booking |
| Maintenance | Blocked by a maintenance window (or otherwise non-operational) |
Each asset row also shows two badges:
- Stock — the total number of physical units for that asset across all its variants.
- N variants — how many variants (colour, size, etc.) the asset has.
Only 20 assets load at a time. When a category has more, a Show more row at the bottom of the grid reveals the next batch.
Today’s Snapshot for a Category
When you’re viewing a category and the window starts on today, a set of summary pills appears next to the category name — a running count of how many units are available, booked, and in maintenance right now across that whole category. It’s the fastest way to gauge a category’s health for the day.
Viewing Several Categories at Once
Select two or more categories and the grid splits into sections — one header per category, with a count of how many assets sit under it. If the same asset belongs to more than one selected category, it’s listed only once, under the first category that returned it.
Step 4 — Drill Into a Day
Expand any asset row by clicking it to reveal its per-variant timeline. From there you can open a day breakdown: a popover that lists every physical unit and its status on that date, organised into tabs:
- Available, Rented Out, Booked, Maintenance, and Non-Operational — each tab shows a count and the individual stock tags in that state.
- Each unit is a chip showing its asset tag. Use the small copy button to copy the tag, or click the chip to open that unit’s full timeline.
- The footer tells you how many stocks are on that date and offers Open full drill-down for the complete unit-by-unit view.
Step 5 — Jump to the Order Behind a Booking
Inside the full drill-down you see each unit’s timeline as bars across your date range. Click a booking bar and the calendar takes you straight to that order’s edit page, so you can see the customer, dates, and details behind the commitment. Use your browser’s Back button to return — the calendar remembers exactly which category, asset, and view you left, so you land right back where you were.
Shortcut: searching by a stock tag in Step 1 skips the grid entirely and drops you straight into that unit’s drill-down — handy when you already know the exact tag you’re chasing.
When You See No Results
- “Pick a category or asset to view availability” — you haven’t selected anything yet. Start typing in the search bar.
- “No availability data found” — your selection returned no assets with stock data for that date range. Try a different category, asset, or window.