Skip to main content

Reservations

The Reservations feature lets you book assets in advance for a specific time period. Reservations can be pending, approved, or rejected, and the system checks availability to prevent double-booking.

1. Access Reservationsโ€‹

Navigation: Assets โ†’ Reservations from the sidebar.

2. Create a New Reservationโ€‹

Stepsโ€‹

  1. Click New Reservation or Make Reservation
  2. Select Asset
  3. Set Start Date and End Date (and time if applicable)
  4. Enter Quantity (how many units to reserve)
  5. Select Reserved By (staff member)
  6. Add Purpose (optional) - e.g., "Client presentation"
  7. Add Notes (optional)
  8. Click Save

Validationโ€‹

  • The system checks that the requested quantity is available during the selected period
  • It considers existing approved reservations and current allocations
  • If not available, you'll see an error message

3. Reservation Statusesโ€‹

StatusDescription
PendingAwaiting approval
ApprovedConfirmed - asset is reserved
RejectedDenied
CancelledCancelled by user
CompletedReservation period has ended

4. Approve or Reject Reservationsโ€‹

For admins/managers:

  1. Go to Assets โ†’ Reservations
  2. Find reservations with status Pending
  3. Click Approve or Reject
  4. If rejecting, optionally add a Rejection Reason

What Happens on Approvalโ€‹

  • Status changes to Approved
  • Asset is reserved for that period
  • Notification is sent to the requester (if configured)
  • Webhook asset.reservation_approved is triggered

What Happens on Rejectionโ€‹

  • Status changes to Rejected
  • Notification is sent to the requester
  • Webhook asset.reservation_rejected is triggered

5. Calendar Viewโ€‹

Some interfaces offer a Calendar View to see reservations visually. Use it to:

  • Spot conflicts
  • Plan resource allocation
  • See when assets are free

6. Availability Checkโ€‹

The system calculates availability as:

Available = Total Quantity - Allocated - Reserved (approved, overlapping period)

When creating a reservation, the system ensures:

  • No overbooking
  • Quantity requested โ‰ค available during the period

Best Practicesโ€‹

  • Approve or reject promptly so requesters know their status
  • Use purpose/notes for context and reporting
  • Check calendar before approving to avoid conflicts
  • Set up notifications so users are informed of approval/rejection