Your Calendar Guide
The Calendar is your unified view of every tour your venue has on the books. Whether it came from Calendly, Acuity, manual entry, or a lead replying to an email, everything lives here in one place.
You’ll find it in the left sidebar under Calendar.
What You Can See
You can switch between two views in the top-left:
Week View
The default view. Shows each tour positioned by time across the week.
Month View
A broader overview of which days have tours scheduled.
Each tour tile shows:
- Lead name and avatar
- Time and duration
- Assigned host or coordinator, if available
- Status: Scheduled, Completed, Cancelled, or No-show
- Video icon for virtual tours
Click any tour to open the detail drawer. From there, you can view the lead info, source, location or meeting link, and current status. You can also mark the tour as completed, no-show, cancelled, or reschedule when available.
Filtering by Coordinator
Use the Coordinators dropdown at the top of the calendar to filter by host.
By default, the calendar shows All hosts, which gives you a full venue-wide view.
Adding to the Calendar
Click + Add in the top-right to add a new item.
Tour
Available once the VenueAI scheduler is enabled for your venue.
Use this to schedule a tour for a specific lead, time, and coordinator. This is helpful when your team is on the phone with a lead and wants to book the tour directly without sending a booking link.
When a tour is added this way:
- The coordinator’s calendar is updated
- Confirmation emails can be sent
- The lead’s status updates automatically
Event
Use this to mark a date as taken because of a wedding or event.
You can add an event in three ways:
Existing lead
Marks the lead as booked and updates the venue’s availability calendar.
New lead
Creates a simple lead record and blocks the event date.
No lead
Blocks the date without connecting it to a specific lead.
Confirmed events appear on your public availability calendar. Tentative holds can include an expiration date and will disappear automatically if they are not confirmed.
Block
Available once the VenueAI scheduler is enabled for your venue.
Use blocks to close specific dates from accepting tour bookings. This is helpful for holidays, staff availability, private closures, or any day where tours should not be scheduled.
Blocks do not affect the event availability calendar. Use Event for booked wedding or event dates.
Changing Tour Status
Click a tour to open the detail drawer, then choose the correct action.
Mark as Completed
The tour happened and the lead is still in the booking conversation.
Mark as No-show
The lead did not show up. AI follow-up cadences restart accordingly.
Cancel
The tour was cancelled. For in-house VenueAI bookings, the lead receives a cancellation email.
For tours imported from Calendly or Acuity, status changes happen only inside VenueAI. They do not sync back to the original platform.
Rescheduling Tours
For tours booked through the VenueAI scheduler, the detail drawer includes a Reschedule action.
When selected, the lead receives an email with a new booking link. The old time slot is released once the new time is confirmed.
For tours imported from Calendly or Acuity, rescheduling must be done inside the original tool. In VenueAI, the reschedule button will appear disabled with a tooltip explaining why.
Frequently Asked Questions
Why does the calendar already show my Calendly bookings?
VenueAI has already been capturing your Calendly events in the background. The Calendar now gives you one unified place to view them.
A tour shows up with the wrong event type name. How do I fix it?
For Calendly imports, VenueAI uses the event title exactly as it appears in Calendly. To change the label, rename the event type inside Calendly.
For tours booked directly through VenueAI, the label comes from the event type configured in VenueAI.
Can I add a tour that already happened?
Yes. Use + Add → Tour and select a past date. This is useful for backfilling tours that happened outside of VenueAI.
Why don’t I see + Add → Tour or + Add → Block?
Those features are part of the VenueAI scheduler, which is being rolled out venue by venue. You’ll see them once your venue is activated.
Can someone outside the venue see my calendar?
No. The Calendar is staff-only. Leads only interact with your public booking page when scheduling a tour.
The + Add → Event flow created a row on my availability calendar. How does that work?
When a date is marked as booked, your public availability calendar automatically marks that day as unavailable. The event status and public calendar stay in sync.
What’s Coming Next
Once the VenueAI scheduler is enabled for your venue, the Calendar will support:
- Adding tours directly from the calendar
- Blocking dates from tour bookings
- Rescheduling and cancelling in-house tours
- Automatic email notifications to leads
- Virtual tour links for online bookings
- Host availability synced from Google or Outlook calendars
Your existing imports will continue working. Nothing changes or gets lost. You simply gain more control once the scheduler is activated.