Video transcript
In this video, you'll learn how to use the Calendar in Better Cater to check availability, review event details, add schedule notes, and connect your calendar to Google, Outlook, or Apple Calendar.
Click Calendar in the top menu. It opens to the current month, with today highlighted and your scheduled events shown on their event dates.
This is the fastest way to check your schedule before you say yes to a new catering request.
Each entry shows the start time, the event name, and the client.
The color shows each event's status: purple for inquiry, amber for tentative, blue for confirmed, green for completed, and red for cancelled.
Gray is a note, which isn't an event at all. We'll come back to those.
Next moves ahead a month at a time, and Previous goes back.
A day with only inquiry or tentative events may still be available, while blue means you already have a confirmed event.
Today brings you back to the current month from wherever you've ended up.
Click an open area on any day to see everything scheduled for that date, including events, notes, and each event's status.
Click an event to open the full event details, including the client, date, guest count, totals, and tabs for the menu, staff, and rentals.
Calendar in the top menu brings you back. Two buttons in the top right add to it.
Create new event lets you start a new catering event directly from the calendar. Choose an existing client or create a new one, then save the event so it appears on the right date.
Add note puts something on the calendar that isn't a catering event, like a delivery, equipment repair, staff reminder, or holiday closure. It marks the time on your schedule, but it never becomes an event, proposal, or invoice.
Give the note a clear title you can understand at a glance, then set the date and start time. New notes open on today's date at noon.
The end can be a duration, from thirty minutes to a full eight hours, or switch to Custom end time and type the exact time.
Add a description if there's anything the title doesn't say, like who's coming or what they need access to, then click Save.
The note appears on the calendar in gray, with the time, Note tag, title, and description.
Click a note to change anything about it, or click Delete note to take it off the calendar.
If you also use Google Calendar, Outlook, or Apple Calendar, your Better Cater events can appear there too. Click your profile icon, then Settings, then Calendar Feed.
Click Copy URL to copy your calendar feed link. Then, in your calendar app, add a calendar by URL and paste the link. The steps for Google, Outlook, and Apple Calendar are listed on this page.
The calendar feed is one-way. Make your changes in Better Cater, and they'll flow out to your calendar app. Your app decides how often it checks for updates, so new events may take a few hours to appear.
This link is private, so don't share it publicly or place it in shared documents. If you ever need to replace it, click Regenerate Token. The old link will stop working.
That's it. If you have a question, email us at support@bettercater.com. Thanks for watching.
