Calendar (Reservations)

Visit the Calendar in the app

You can create calendars for collections to track reservations and other events associated with Date or Date & time fields in the collection. You can select the date fields to be displayed and a separate field to control the data displayed for events in the calendar.

You can configure access to reservation functionality separately for each collection, and you can limit which users can reserve, check out, and check in assets.

Reservations

When Reservations are enabled for a collection, forms are added to enable users to reserve, check out, and check in assets within the collection over defined time periods. The reservations can be viewed and managed from the Calendar view.

Enable Reservations for a collection

To allow users to reserve and check out assets, you must enable the Reservations feature for the collection.

1. In the navigation pane, select Settings > Account Management.

2. Click Manage in the Collections tile.

3. Select the Reservations toggle. Reservation-related forms are added to the module.

   • Reserve - <Collection>: Specifies information to create a new reservation.

   • Check Out - <Collection>: Specifies information collected when an asset is picked up.

   • Check In - <Collection>: Specifies information collected when an asset is dropped off.

Once Reservations is enabled within a collection, admins have access to the functionality by default. You can define whether users with custom roles and permissions have access to the functionality. See Create a custom role.

1. To configure the reservation settings:

   1. Click Manage next to the Reservations toggle.

   2. To require manager approval before an asset can be reserved, select Require approval.

   3. To enable reservations to be added on dates in the past, select Past reservations.

   4. Click Save Settings.

Configure Reservation fields

When the Reservations feature enabled for a collection, the following fields are used:

• Reservation Name: The name or identifier of the reservation.

• Reserved For: The user for which the asset is reserved.

• Reservation Start: The date and time when the reservation starts.

• Reservation End: The date and time when the reservation starts.

• Reservation Status: Tracks the flow of the asset through the following statuses:

  • Reserved

  • Checked Out

  • Checked In

  • Overdue based on dates and statuses

  In the calendar view, these values can be color-coded to make them easier to distinguish.

Configure Reservations forms

You can configure the forms to control the options available when reserving assets.

1. In the navigation pane, select Settings > Account Management.

2. Click Manage in the Collections tile.

3. Click Manage next to the Reservations toggle, and then select the form to configure (Reserve, Check Out, or Check In).

4. Configure the Reserve form:

   1. To default the reservation identifier to a specific field, select the Reservation field to contain the reservation information.

   2. To add additional fields required for the reservation (for example, location, project code, reason for use), click Add and configure the form field. See Form build.

   3. Select 2. Record selection.

   4. To filter the records available for reservations:

      1. Click Filter . The Filter by page is displayed.

      2. Select the Field name to filter the collection records.

      3. Select the Operator to compare the field values.

      4. Enter the Value to determine the records available to the collection field.

      5. To specify multiple filter criteria, click Add more and then repeat steps ii-iv.

      6. If multiple conditions are specified, select an option to determine whether All or Any of the conditions must be met to enable the record's changes to be displayed.

      7. Click Apply.

   5. To specify the fields to display for records, click Manage fields and then click Hide field to hide a field.

   6. Click Save changes.

5. Configure the Check Out or Check In form:

   1. To add additional fields required for checking out or checking in the record, click Add and configure the form field. See Form build.

   2. Click Save changes.

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Create a collection calendar

You can create a custom calendar to track events associated with a configured Date field.

1. In the navigation pane, select Calendar.

2. Click Add calendar. The Add calendar page is displayed.

3. Select Collection.

4. Enter the Calendar name.

5. Select the Account, Module, and Collection you want to associate with the calendar.

6. Select the Date field for which you want to display events in the calendar.

7. Select the Display field that you want to display in the calendar for the event.

8. Click Add calendar.

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Create a reservations calendar

You can create a reservations calendar to track when assets are reserved by users.

1. In the navigation pane, select Calendar.

2. Click Add calendar. The Add calendar page is displayed.

3. Select Reservations.

4. Enter the Calendar name. For best results, name the calendar in a way that identifies the collection whose assets are being reserved.

5. Select the Account, Module, and Collection you want to associate with the calendar.

6. For Reservations made by, select whether to display reservation events for all users or the current user only.

7. Click Add calendar.

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View a calendar

You can adjust the collection or reservations calendar view to make it easier to location activities.

1. In the navigation pane, select Calendar.

2. Click to expand Collection or Reservations and then select the calendar for the appropriate collection. The month calendar is displayed along with the calendar navigation pane (left side) and events pane (right side).

3. Use the following options to adjust the view:

   • To change the month displayed, click the Month Year drop-down above the calendar navigation pane and then select the month. Click and in the drop-down view to move between years on the calendar.

   • To change between day, week, and month views on the calendar, select the appropriate option from the drop-down list.

   • In the month view, if additional reservations are hidden from view, click the more link to display the day view with all reservations visible.

   • To collapse the calendar navigation pane or events pane, click . Click again to show the pane.

   • To filter the calendar based on a search value, enter it in the Search field and then press Enter.

   • To filter the calendar view using a more complex filter, click and then enter the filter criteria.

   • To change between the calendar view and a list view, select Calendar or List in the header.

The list view only displays current collection activities or reservations.

1. To view the details of a reservation, click the reservation in the calendar. The Reservation details pane is displayed. You can click View full details to view all reservation, checkout, and check-in details for the reservation.

2. To view the details for a product in the reservation, click the product under Reserved assets. The product details are displayed in a new tab.

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Configure the List view

1. View the calendar.

2. Select List from the list in the header.

3. Click to adjust the fields in the list. You can click and drag to rearrange fields, and you can click to hide fields from view.

4. Click Save Layout. The list layout is applied to the Reservations view for all users.

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View reservations (record view)

You can view the reservations associated with a record.

1. Navigate to the collection that contains the record. See Manage collections.

2. Click the record to be reviewed. The details pane is displayed.

3. Click View full details.

4. Select More > Reservations. All reservations associated with the record are displayed.

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Reserve an asset

1. In the navigation pane, select Calendar.

2. Click to expand Reservations and then select the reservation calendar for the appropriate collection.

3. Click Reserve. The Reserve form is displayed.

4. For Reservation field, select the field that identifies the reservation.

5. For Reserve for, select the user associated with the reservation.

6. For Reservation start date and Reservation end date, select the beginning and ending dates of the reservation.

7. Click Continue. The Reservation page is displayed.

8. Select the check box for each asset, kit, or consumable to include in the reservation.

When kits are selected, the system blocks individual kit items from being double-reserved.

1. Click Continue. The Summary page is displayed.

2. If you selected to reserve consumable items, enter the number to reserve in the Reserved field.

3. To edit any reservation details, click Edit .

4. Click Reserve. The reservation is added and can be displayed when you view the calendar.

If reservations require manager approval, the status of the reservation is set to Waiting for approval unil it is approved.

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Approve or decline a reservation

As a manager, you can approve reservations that require manager approval:

1. In the navigation pane, select Calendar.

2. Click to expand Reservations and then select the reservation calendar for the appropriate collection.

3. Click a reservation that is highlighted as waiting for approval. Its details are displayed.

4. To approve the reservation, click Approve.

5. To decline the reservation:

   1. Click Decline.

   2. Enter the Reason for declining.

   3. Click Save.

• Reservations that are not approved by their scheduled Start Date and Time are automatically transitioned to a Cancelled state to prevent stale requests from cluttering the system.'

• If an approved reservation is edited, it is automatically reset to Waiting for Approval to ensure that changes to dates or assets are re-verified by management.

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Check out an asset

When an asset is reserved, you can check it out to signify the physical pickup of the asset.

1. View the reservations calendar for the asset you want to check out.

2. In the calendar, click the reservation for which you want to check out assets. The Reservation details pane is displayed.

3. If you reserved consumable items, enter the number to check out in the Reserved field.

4. Click Check out. The Check Out form is displayed.

5. Complete any fields required in the form and then click Continue. The Summary page lists all assets associated with the reservation.

6. To remove an asset from the checkout process, click next to the asset.

If you remove an asset, you can click Include to reinstate it.

1. Click Checkout. The checkout is displayed in the calendar.

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Check in an asset

When an asset is checked out, you can check it in to signify the physical return of the asset.

1. View the reservations calendar for the asset you want to check in.

2. In the calendar, click the checkout event for which you want to check in assets. The Reservation details pane is displayed.

3. If you checked out consumable items, enter the number to check in in the Reserved field.

4. Click Check in. The Check In form is displayed.

5. Complete any fields required in the form and then click Continue. The Summary page lists all assets associated with the reservation.

6. To remove an asset from the check-in process, click next to the asset.

If you remove an asset, you can click Include to reinstate it.

1. Click Check in. The check-in is displayed in the calendar.

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Edit a calendar

Administrator users can edit or delete any calendar in the module. Non-admin users can only edit or delete calendars they created.

1. In the navigation pane, select Calendar.

2. Click to expand Collection or Reservations and then locate the calendar for the appropriate collection.

3. Hover over the calendar name, click , and then select Edit.

4. Edit the details of the calendar. See Create a collection calendar or Create a reservations calendar.

5. Click Save.

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Delete a calendar

Administrator users can edit or delete any calendar in the module. Non-admin users can only edit or delete calendars they created.

1. In the navigation pane, select Calendar.

2. Click to expand Collection or Reservations and then locate the calendar for the appropriate collection.

3. Hover over the calendar name, click , and then select Delete. A confirmation message is displayed.

4. Click Delete.