1. Understanding the Multi-Calendar View

The Multi-Calendar is a crucial visualization tool within Guesty (your Property Management System).

• What It Shows: It provides a comprehensive, timeline-based view of all your properties and their occupancy statuses across dates.

• Why It Matters: The calendar is the single source of truth for availability. INTO’s AI has a powerful calendar integration. When a guest asks about property availability, INTO instantly checks the Guesty calendar for the requested dates and crafts a suggested message in seconds. This ensures that the information provided to the guest is accurate and immediate.

2. Reading Calendar Color Codes

While specific colors are not detailed in the sources, the functionality of the calendar dictates that different reservation statuses must be visually distinguished.

Calendar Color Code Legend (Functional Description)

Color Code (Example)

Meaning

Status Implication

Green / White

Available

Open for new reservations.

Solid Color (e.g., Blue)

Booked / Confirmed

Dates are reserved by a confirmed guest.

Striped / Hatching (e.g., Yellow)

Pending / Inquiry

Reservation is not yet confirmed (e.g., waiting for payment or host approval).

Dark Color (e.g., Grey/Red)

Blocked / Unavailable

Dates are manually blocked (e.g., for maintenance, owner stay, or minimum night requirements) [Inferred].

3. Viewing Property Availability

For most routine inquiries, you don't need to consult the calendar manually because the INTO AI already has:

• Real-Time Check: When a guest asks about availability, INTO instantly checks the Guesty calendar for the requested dates and suggests a message confirming availability or non-availability.

• Agent Verification: You, the agent, primarily use the calendar to visually verify complex requests or discrepancies that the Copilot may flag or for which you need additional context before escalating.

4. Understanding Booking Blocks and Gaps

The calendar also reveals critical operational and revenue data:

• Booking Blocks: These are periods where a property is unavailable for reasons other than a confirmed booking (e.g., minimum stay requirements, cleaning/turnover days, or maintenance blocks). Understanding the reason for the block is essential intelligence.

• Gaps (Orphan Nights): These are single nights or small gaps between bookings. These often get overlooked, representing lost revenue. INTO Revenue Boosters specifically feature Orphan Nights Automation, which automatically identifies these gaps and proactively sends personalized offers to guests to fill them.

CRITICAL WARNING

VIEW ONLY - DO NOT EDIT [Inferred from 118, 120]

Consequences of Modifying Booking Blocks or Gaps:

❌ Deleting a Maintenance Block could lead to a guest checking in before repairs are complete, resulting in a severe complaint or injury.

❌ Manually deleting an Orphan Night price automation could interrupt INTO's revenue boosting feature, losing potential income.

5. Check-In and Check-Out Visualization

The calendar visually shows the first day of a booking (arrival) and the last day (departure) for each property.

• Upcoming Arrivals/Departures: This visualization is essential for managing your workflow, especially when a guest requests an early check-in or late check-out. You must check if the property has a departure scheduled immediately before (for early check-in) or an arrival immediately after (for late check-out).

6. Rate and Availability Syncing

Guesty manages the synchronization of rates and availability across all channels (OTAs) [Inferred from 47].

• The Seamless Process: INTO integrates with Guesty, drawing data from listing information, custom fields, and saved replies. Any rate or availability changes (such as those generated by the Orphan Nights discount tool) are managed by the PMS and reflected in the calendar, which INTO then accesses instantly.

7. When to Consult the Calendar (Legitimate Use Cases for Agents)

While INTO's calendar integration means the AI usually provides the availability answer in the Copilot suggestion, there are specific times when manual verification or context is needed:

Safe Zone vs. Danger Zone Visual Guide

SAFE ZONE: VIEW ONLY (Agent Intelligence)

Checking dates for guest extension before escalating the request.

Verifying availability for a high-value or high-risk reservation.

Understanding why a property is marked as blocked (e.g., "Why is July 4th blocked?").

DANGER ZONE: DO NOT TOUCH (Manager/Admin Function)

Blocking or unblocking specific dates.

Changing minimum night stay requirements.

Adjusting pricing or discount rules.

Use Case Decision Tree: "Should I check the calendar for this?"

Guest Inquiry

AI Response (Copilot/Autopilot)

Agent Action

"Is the property available next week?"

Copilot provides availability status instantly.

NO: Trust the Copilot suggestion unless guest requests modification.

"Can I extend my stay by two nights?"

Copilot answers based on availability.

YES (Verification): Visually confirm the two nights are open and check if the extension violates any minimum stay rules before escalating the modification request to a manager.

"Why is the price higher this weekend?"

Copilot should answer using listing/pricing data.

NO (Escalate): Do not manually check or change pricing. Use the data for context, but financial changes are manager-level.

"I need an early check-in. Is the unit free the night before?"

Copilot provides standard check-in information.

YES (Verification): Check the calendar to see if the previous night is booked (indicating a turnover is required). Inform the guest based on availability and escalation policy.

8. The "No-Touch" Zone

Agents primarily interact with the calendar data via INTO's tools: Copilot suggestions (which rely on the calendar) and the Revenue Boosters (which actively modify the calendar via automation).

CRITICAL WARNING

VIEW ONLY - DO NOT EDIT [Inferred from 118, 120]

What Could Go Wrong If Calendar is Modified Incorrectly:

❌ Accidental Unblocking: Unblocking a date set for essential maintenance or owner use could lead to an immediate booking, jeopardizing the property and the guest experience.

❌ Pricing Errors: Manual price changes violate established dynamic pricing strategies and could lead to major financial losses (undercharging) or forced cancellations (overcharging).

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Practice Scenarios

Scenario

Goal & Information Required

Agent Action & Rationale

Guest requests early check-in: checking availability.

Determine if the unit is vacant the previous night to approve the request, or if turnover is required.

Consult Calendar (View Only): Check the day before arrival. If the day is Available (Green/White), escalate for manager approval. If the day is Booked (Solid Color), inform the guest that the cleaning crew requires time, and proceed according to the check-in protocol.

Guest asks if they can extend stay: verifying calendar.

Check if the property is available immediately following their current check-out date.

Consult Calendar (View Only): Look at the days immediately following the reservation. If available, relay the availability to the guest and Escalate the extension request to a manager for formal processing and payment adjustment (since agents cannot touch financial details).

Identifying which days have arrivals/departures.

Determine if a request falls on a high-turnover day, affecting service or response time.

Consult Calendar (View Only): Look for the start and end of blocks of confirmed bookings to identify high-traffic days.

Understanding why a property shows as unavailable.

A potential guest asks why their desired 7-day booking is denied for a property that looks free on the Multi-Calendar.

Consult Calendar (View Only): Look for underlying blocks, which might be a minimum night stay requirement, rate blocks, or an Orphan Night exclusion period. Use this context to inform the response or escalation.

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Analogy: The Multi-Calendar is like the central traffic control system for a busy airport. It shows you instantly which runways are occupied (booked), which are closed for repair (blocked), and which are clear (available). INTO AI is the automated booking engine that accesses this control tower data instantly to tell incoming pilots (guests) if they can land. Your job as an agent is to simply read the screens to verify complex flight path requests (extensions or early check-ins), but you must never touch the levers or buttons that control the runways or schedule planes.

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