The team's home for any booking with money, a contact, or a real status. The board reads this. It never edits it back.
Open the Sheet and you'll see two tabs at the bottom. Only one of them is where you work.
The buildings on the campus: Cedar Chalet, Timberline Lodge, and the rest. You'll rarely touch this tab. It's already set up.
Every booking, one row each. This is where you'll spend your time. Everything below is about this tab.
Each booking is one row. Each column below is one cell in that row. Type it in exactly like the examples show.
The booking's name: who it is and what it is.
Dirk Family ReunionKeep it the same as the calendar event for the same booking. If the names don't match, the board shows it as two bookings instead of one. On the calendar, a status tag can go in front (PENDING - Dirk Family Reunion) and the board strips it off. In this Sheet, the name column is the clean name only, never a status.
Where this booking stands right now.
Qualified means it cleared the fit read (campus fit, impact, revenue). Pending contract means the agreement and deposit are out, but not both back yet. Confirmed means money AND a signature are in, never just a "yes" on the phone. Held was the old word for Pending contract; both still work while the Sheet catches up. A booking that lives only on the calendar takes its status from the event tag or the event colour. Only three of these six ever go on a calendar title (INQUIRY, QUOTED, PENDING), and an untagged event means Confirmed. Open and Qualified are Sheet-only words. The calendar standard, one page →
The dates. Arrive is the day people show up. Depart is the checkout day.
2026-08-272026-08-30Year, then month, then day, with dashes, always in that order.
Which units this booking is using.
Cedar Chalet, Creekside SuiteA comma between each unit name. Leave the cell blank if it's not decided yet. Don't guess.
How many people are coming.
14Just the number. No words, no units.
How many beds this booking needs.
9Just the number, same as party_size.
The price you quoted them.
1862Just the number. No dollar sign, no commas.
The deposit amount for this booking.
450Same as quote: just the number, no dollar sign.
Has the deposit actually landed?
TRUE or FALSEAll capital letters, exactly like that. Nothing else works.
Who to reach about this booking.
Sarah Dirksarah@email.com208-555-0142Plain text. Never a guess. If you don't have it yet, leave the cell blank.
Is this a single day, with nobody staying overnight?
TRUE or leave the cell blankLeave it blank for anything with an overnight stay.
Anything else worth knowing, in your own words.
Bringing their own caterer, needs early check-in FridayShows up on the booking's detail panel exactly as you write it.
If any cell in this row is a guess and not a fact yet, list which columns those are.
spaces, party_sizeThis tells the board to mark those cells "assumed" so nobody mistakes a guess for a fact. Money and contact info are never guessed. Leave the cell blank instead.
That's every column you'll touch. Fill in what you know, leave the rest blank, and the board takes care of the rest.