Introduction to Bookings
This guide explains the fundamental concepts of Shelf's Bookings feature, which enables users to reserve equipment for specific time periods while preventing double-bookings.
Overview
With bookings, users can reserve equipment for designated periods. Assets or kits added to a booking are assigned to a custodian during the specified timeframe. During this period, items receive a "Checked out" status and become unavailable for overlapping bookings. This system prevents conflicts and ensures equipment availability when needed.
Required Booking Information
A booking requires four essential components:
- A Name
- Start and End date/time
- Selection of Assets and/or Kits
- A Custodian
Booking States
1. Draft
The booking is being configured. To proceed, you must fill in the Name, Start/End dates, and Custodian. You can then add assets or kits and perform a Reserve action. Deletion is still possible at this stage.
2. Reserved
The booking is fully configured. Assets become unavailable for overlapping bookings. The booking period is in the future and hasn't been checked out yet -- assets retain an Available status. Administrators can still take or assign custody. Options include Check-out, Delete, or Cancel.
3. Ongoing
The Check-out action has been performed. Assets now have a Checked out status and are in the custodian's possession. Administrators cannot take or assign custody during this phase. A Check-in action moves the booking to Completed. You can also Delete or Cancel.
4. Overdue
The booking's end date/time has passed without check-in. The system automatically changes the status to Overdue. Assets remain Checked out, potentially creating conflicts with other bookings. Perform Check-in to complete the booking, or Delete or Cancel it.
5. Completed
Assets have been returned and Checked in. The booking status changes to Completed, and asset statuses return to Available. You can now Delete or Archive the booking.
6. Archived
Completed bookings can be archived to organize the index. Archived bookings are hidden in the default view but accessible via dropdown filter selection.
7. Cancelled
Equipment managers can cancel non-completed bookings when they're no longer needed. Cancelled bookings remain logged but are hidden from the default index view.
Notification Emails
The system sends automated emails to custodians and administrators at key stages:
- Confirmation: Sent when a booking reaches Reserved status
- Check-out Reminder: Sent 1 hour before the Start date/time
- Check-in Reminder: Sent 1 hour before the End date/time
- Overdue: Sent when the End date/time passes without check-in
- Completed: Sent when the booking is checked in
- Cancelled: Sent when an administrator cancels the booking
- Deleted: Sent when an administrator deletes the booking
Related Resources
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