Use Case Scenarios Explaining Our Bookings Feature

Overview

This article explores typical booking use cases from two distinct user roles. The booking workflow differs based on user permissions and responsibilities within the system.

Shelf application screenshot

User Role Differences

Self-service users have limited permissions. They can reserve assets for themselves by creating bookings, but depend on administrators to physically check out and check in equipment.

Administrator users possess full control. They can create, check out, and check in bookings, plus add, remove, or swap assets during ongoing bookings.

For more details on roles, see the user roles and permissions article.

Scenario 1: Self-Service User

Scenario 1 (Self-service)

Context

John, a marketing team leader at ACME, needs equipment for the Bit Summit 2024 convention (June 21-23). As a self-service user, he creates his own booking.

Step 1: Providing Initial Booking Information

John logs into Shelf and creates a new booking with:

Providing initial booking information

Name: Bit Summit 2024
Start date/time: 20/06/2024 12:00 PM
End date/time: 24/06/2024 9:00 AM
Custodian: Auto-filled (himself)

Step 2: Selecting Equipment

After submitting initial details, John views available assets for that period and selects:

1x Apple MacBook Pro 16-inch (2023)
1x Sony Alpha 7 IV Mirrorless Camera
1x Rode VideoMic GO II Shotgun Microphone
1x Epson EpiqVision Flex Portable Projector
2x HDMI Cables
4x Power Cables

The booking remains in Draft status, allowing modifications. John can add/remove assets freely at this stage.

Once satisfied, John clicks Reserve, changing the status and confirming availability. He receives a confirmation email.

Administrators also receive notification of the new booking.

Step 3: Picking Up Equipment

On 20/06/2024 at 11:00 AM, John receives a check-out reminder email. He arrives at storage and speaks with Jill, the equipment manager.

Picking up the equipment

Picking up the equipment Jill locates the booking in Shelf, confirms everything is ready, and hands John the equipment. She then performs a Check-out action, changing the booking status to Ongoing.

Step 4: Returning Equipment

After the convention, John returns on 24/06/2024. He receives a check-in reminder email. However, he arrives after 9:00 AM, triggering an Overdue status notification.

Returning the equipment Mike, the equipment manager, receives the overdue alert but assures John it's manageable in this case. Mike emphasizes that late returns can conflict with subsequent bookings sharing the same assets.

Mike inspects all equipment with John, who reports minor pre-existing damage on the MacBook. Mike verifies this was already documented from another booking.

Mike performs a Check-in action, changing the booking to Complete and returning all assets to Available status.