Kalendarz - iCalendar - user guide

Kalendarz - iCalendar collects your property's availability from several platforms at once (Booking, Airbnb, Noclegowo) and merges it into one calendar per property. You feed this shared calendar back into every platform - so a booking made on one platform also closes the date on the others.

• Fewer double bookings. A date booked on one platform closes on the others (as quickly as the platforms refresh their import).
• Guest privacy. Only the word "Booked" goes into the shared calendar - no names, phone numbers or prices.
• In your browser. Works on desktop and phone, no installation.

1. Create an account - on the sign-in page click Sign up, then enter a calendar name, first name, last name, phone, e-mail, login and password (at least 10 characters). After registering you go straight into your panel.
2. The administrator signs in with a login and password.
3. Staff (cleaning) sign in with a password only (login field left empty) and see only the Overview. They can tick off cleaning, read information from the administrator and send their own reports.
4. Forgot password - the link on the sign-in page sends an e-mail with a link to set a new password (valid for 60 minutes).

Without a key the program runs in DEMO version: 1 property and 1 platform per property - everything else works fully. A license key unlocks the full version (no limits).

1. Go to Settings → the Licence section.
2. Enter the key and click Save key - the key is verified in the System Sensor licensing system.

After activation the status shows the license validity, for example:

The most important stage. You do it once per property:

1. Add a property - the Properties tab (behind the administrator password).
2. Paste the links from the platforms (Import) - in the Calendars tab, in the Import section, paste the iCal export link from each platform for the property. The program tests the link right away.
3. Feed our shared calendar back in (Export) - in the Export section copy the ready-made addresses and paste them into the iCal import field on each platform.

• Overview - a monthly calendar of your properties; bookings shown as bars labelled with the platform; overlapping dates (conflicts) highlighted.
• Sync calendars - fetches fresh data from all platforms right away.
• Blocks - manually close a date with a reason (the reason stays private; only "Booked" goes to the platforms).
• Private bookings - bookings from outside the platforms (friends, phone) with details visible only to the administrator.
• Notes for staff - three kinds of entry for a chosen day: cleaning to tick off (🧹), information to read (ℹ️) and a report from staff (🔴). Details in section 6.

The top bar of the Overview (for the administrator) - platform buttons on the left, actions on the right:

The Overview is where the administrator and the staff exchange information. There are three kinds of entry, each in a different colour - so that a single glance tells you what is a task, what is information and what is a report:

🧹 Cleaning - a task to be done

1. The administrator adds a cleaning note for a given day (e.g. "Clean after 12:00").
2. The staff (signed in with a password only), on the cleaning day or later, tick "cleaned" and can add a message for the administrator.
3. Once ticked, the field turns green, and the administrator sees the status and message - also in the Today and tomorrow window.

Here is how a cleaning item looks for the staff after ticking:

ℹ️ Information - to read before the guests arrive

The administrator picks the information kind and writes the details, for example when the guests arrive, how many people and what to prepare. The staff only read it - there is nothing to tick off, so it does not clutter the task list.

🔴 Report - the staff's voice

The staff have their own form and can report something to the administrator themselves - a fault or something missing, for instance. The entry is marked "from staff", so it is immediately clear whose voice it is. The staff can delete their own report (in case of a mistake), but cannot touch tasks set by the administrator.

In the Overview (for the administrator) you have buttons that open a given platform's panel in a new tab. If you are already signed in there in your browser, you go straight into your panel.

You can change the panel addresses in the Calendars tab (at the bottom, the "Platform panels" section), in case a platform changes its address.

• Privacy: only "Booked" goes into the shared calendar - guest details and block reasons never leave.
• Refresh: synchronization is not instant - platforms read the import every few hours. The shared calendar shrinks the window for a double booking, it does not eliminate it.
• Backup: in the Calendars tab you can download the whole configuration (links and properties) in a single file.
• Passwords: you can change the administrator password and the staff password in Settings.