Reservations
Book a loan asset for a time window, get it approved, hand it out and confirm it came back.
Reservations lend shared equipment, such as projectors, tools and test gear, for a time window. There are no check-out or check-in buttons: a reservation moves through statuses, and its return is closed with Confirm received.
1/8Jonas, a technician, clicks + New reservation on the Reservations page.
- Jonas, a technician, clicks + New reservation on the Reservations page.
- He picks the projector (only Rentable assets are offered), types who it is for, sets From and To, and saves. The status starts as Requested.
- The type needs approving, so it waits in Approvals as Request reservation. Kasper, another Application Administrator, clicks Approve.
- The reservation is now Confirmed.
- On the day it goes out, Jonas opens the row and sets the status to Active.
- The projector is out: the status is Active.
- When it comes back, someone other than the person who booked it, here Kasper, clicks Confirm received on the row.
- The reservation is Returned, and the asset is free to book again.
Before you start
- Only assets ticked Rentable ("This asset can be reserved") can be booked. An Application Administrator ticks it on the asset form.
- The Reservations feature must be on. See Feature switches.
- A type can require approval: Reservations need approving on its Defaults & policy tab. Off by default.
Book an asset
- Open Reservations and click New reservation.
- Pick the Asset. Only rentable assets are listed.
- Type the Requester: who the booking is for. AMS also records who made it ("Requested by…").
- Set From and To, each a date and a time.
- Leave Status on Requested, and click Save.
The status flow
| Status | Means | How it gets there |
|---|---|---|
| Requested | Asked for, not yet booked. | A new reservation. |
| Confirmed | Booked. | If the type needs approving: a different Application Administrator approves it in Approvals ("Request reservation"). Otherwise: set the status to Confirmed in the reservation. |
| Active | The asset is out. | When it is handed over, open the reservation and set the status to Active. |
| Returned | Back and closed. | Someone other than the person who booked it clicks Confirm received on the row. |
| Cancelled | Not going ahead. | Set it to Cancelled, or an approver rejects it, or the asset is disposed of or returned. |
Click a row to open the reservation and change it. Cancelling your own booking needs no approval.
Confirm received
Confirm received shows on every open row (Requested, Confirmed or Active). It records who confirmed the asset came back and when. The person who booked it cannot close their own reservation: "Someone else has to confirm this came back; the person who reserved it cannot close their own reservation." With Four-eyes approvals off, they can.
Setting the status to Returned in the edit dialog is refused. AMS then shows a technical message, use_receive_to_close; it means: use Confirm received instead.
See the week
Switch between List and Timeline. The timeline shows one week, Monday to Sunday, with one lane per asset. Bookings are sage bars, and amber while still Requested. Move with the previous and next week arrows, or This week. An empty week reads "Nothing booked this week."
When a booking is refused
- "That asset is already booked for those dates. Pick different dates, or another asset."
- "This asset has been disposed of or returned, so it cannot be reserved."
- "Reservations of this asset type need approving, and there is no one else who can approve." Give another person the Application Administrator role, or turn approval off for the type.
- Some refusals show a technical message, such as asset_not_rentable or approval_required. What each one means is in Error messages.
Overdue returns
The Not returned alert warns when an Active reservation is past its end. It is off by default; when on, it allows one day of grace and turns critical after seven days. See Notification settings.
A disposal or return cannot be approved while the asset is out on loan: it must be received back first. See The Approvals queue.
Who can do thisTechnicianApplication Administrator