Understand your day book

Your day book makes it really clear what's happening at your centre today, all at a glance. It sits on your Dashboard home page, so the moment you log in you can see what's on, how full each session is and anything that needs sorting before customers arrive, without clicking through your calendar.

Because the whole day is laid out in one agenda list, it's easier to plan around it too: spot the quiet gaps for staff breaks or maintenance work, see when kit is going out and coming back, and check who's teaching what. It brings your sessions, calendar notes, hire and stays together in time order, and you can print it as a daily sheet for your team.

Next to it you'll find 'Needs you', which shows anything waiting on you. Find out more in Understand Needs you on your Dashboard.

Today and tomorrow

Use the 'Today' and 'Tomorrow' tabs at the top of the day book to switch between days. Tomorrow is handy for planning staff and kit the evening before.

What each row shows

• Sessions: the start and end time, the activity, the places or kit it needs (such as a slope or surfboards) and who's teaching. A bar and a count on the right show how many places are booked, for example 6/30. Click a session to open it and see who's booked
• Calendar notes: your internal notes appear at their time, marked 'Note', so reminders sit right where they're relevant
• Hire: rentals going out at the same time are grouped into one row, showing the kit, when it's back by and how many units are out
• Stays: if you take accommodation bookings, guests arriving and leaving show at their times

What the flags mean

Some rows carry a short flag, so you can spot what needs sorting before the session starts. These may be because a payment is yet to be taken on arrival, all of the kit is being hired, a session is under minimum capacity or not all participants are checked in yet.

What the colours mean

The capacity bars use the same colours as your calendar, and the key at the foot of the day book explains them: 'Filling up' (shades of blue that get darker as a session fills), 'Full' and 'Under its minimum'.

As the day goes on

A 'Now' line marks the current time, with anything that's already started above it. Sessions that have finished fold away under 'Earlier today', so the list stays focused on what's next. Select 'Show' to see them again.

At the bottom, the day book adds up the day, for example 27 people in 19 sessions, plus any hire going out and guests staying that night.

Print your day book

Click 'Print day book' at the bottom to print the whole day, including any sessions that have already finished. The printout is formatted for A4 in black and white, and shows your centre name, the date and the time it was printed, so your team knows how up to date it is.

If you teach

On days you're teaching, an 'Only my sessions' tickbox appears so you can filter the day book to your own sessions, and your name shows as 'You'. For team members with restricted access it's ticked for them, and they can untick it to see the full day. Hire and stays are hidden while it's ticked.

Good to know

• Until your first booking comes in, the day book shows quick links to add sessions in your calendar and copy your booking link
• The day book reads from your calendar, so changes you make there show here when you reload the page

Helpful tips:

• Print the day book first thing and pin it up where your instructors start their day
• Check the 'Tomorrow' tab before you finish for the day to plan staff and kit
• Look out for 'Needs more to run' flags early, so there's time to promote the session or move customers
• Follow up 'hasn't paid' flags before customers arrive

Related guides

• Understand Needs you on your Dashboard
• Understand your calendar key
• Add a calendar note