Artifax is designed to give your organization a single source of truth. However, that doesn’t mean everyone needs — or wants — to see the same information in the same way.
Programming teams, operations, sales, and senior leadership all rely on the calendar. What differs is how they need to view it. Using the right calendar view for the right task can dramatically improve clarity, reduce friction, and save time across teams.
Here are some practical ways to get more value from calendars in Artifax — without adding complexity.
Different questions need different views
Calendars aren’t just for seeing what’s booked. They’re tools for answering questions.
Artifax offers multiple calendar views because no single view can do everything well. When teams rely on one default view for all purposes, they often miss important context.
For example:
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Year or long-range views are ideal for spotting availability patterns and understanding how a space is used over time. They’re especially helpful for venues with all-day or multi-day activity.
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Availability-focused views help teams respond quickly to enquiries by filtering by space type, activity, or time of day — without scanning irrelevant detail.
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Graphical views provide a wallchart-style overview, making it easier to understand clashes, changeovers, and operational pressure at a glance.
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List views suit users who need structured detail — such as reviewing bookings, checking statuses, or exporting information for reporting.
Choosing the right view isn’t about preference. It’s about matching the view to the decision you’re trying to make.
Configure views so information is clear at a glance
Out-of-the-box settings are a starting point, not the finished solution.
Calendar views in Artifax can be configured to reflect what matters most to your role. Small adjustments — such as hiding unused spaces, grouping consecutive events, or applying meaningful color codes — can significantly reduce visual noise.
For example:
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Operational teams may want to hide empty rooms to focus on activity
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Teams working late nights may need calendars that extend beyond midnight
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Sales teams may want to surface booking status or opportunity ownership first
The goal is simple: make it easy to understand what’s happening without scanning or second-guessing.
Filters turn calendars into working tools
Filters are one of the most powerful — and underused — features in Artifax calendars.
Rather than scrolling through everything, filters let you focus on what matters right now:
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A specific set of spaces
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Certain event types or statuses
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Bookings with catering or technical requirements
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Opportunities owned by a particular team or individual
Once created, these filters can be shared by administrators so teams start from a useful baseline instead of rebuilding views from scratch.
As a result, calendars stop being static displays and become active working tools.
Share information without creating more questions
The more accessible your calendar data is, the fewer interruptions teams face.
Artifax supports multiple ways to share information clearly and safely:
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Published read-only calendars that colleagues can subscribe to in Outlook, Google Calendar, or other tools
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Scheduled reports that automatically distribute daily, weekly, or advance schedules
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Agora listings that present appropriate event information internally or externally
Importantly, this allows different audiences to see what they need — without giving everyone full system access.
Make the calendar your source of truth
The most efficient organizations share one simple rule:
If it’s not in Artifax, it’s not happening.
When the calendar becomes the definitive source for event information, errors reduce, confidence improves, and time spent cross-checking disappears. That only works, however, if teams trust that the information is complete and current.
Using Artifax consistently — and removing parallel systems — is often the biggest single step toward operational clarity.
Getting more value over time
If calendars aren’t being used effectively in your organization, it’s rarely a technology problem. More often, teams haven’t had the time or support to align on best practice.
Training, shared reports, and thoughtful configuration can make a significant difference. And once the foundations are in place, the benefits compound quickly.
Want to go deeper?
If you’d like help reviewing how your teams use calendars — or want to explore best-practice configurations — our Professional Services team can support you.
We also regularly run webinars that take a deeper look at calendar workflows and real-world use cases.