> For the complete documentation index, see [llms.txt](https://prohelp.assetpanda.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://prohelp.assetpanda.com/calendar-reservations.md).
# Calendar (Reservations)
#### 
[Visit the Calendar in the app](https://assetpanda.app/calendar)
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.
{% hint style="info" %}
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](/settings/roles-and-permissions.md#create-custom-permissions).
{% endhint %}
### 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](/settings/account-management/forms/forms-that-create-records.md#form-build).
3. Select **2. Record selection**.
4. To filter the records available for reservations:
1. Click **Filter** :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](/settings/account-management/forms/forms-that-create-records.md#form-build).
2. Click **Save changes**.
***
## **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**.
***
## **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**.
***
## 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 :chevron-down: 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 :arrow-up: and :arrow-down: 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 :filter: and then enter the filter criteria.
* To change between the calendar view and a list view, select **Calendar** or **List** in the header.
{% hint style="info" %}
The list view only displays current collection activities or reservations.
{% endhint %}
4. 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.
5. 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.
***
## 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](/settings/account-management/collections.md).
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.
***
## Reserve an asset
1. In the navigation pane, select **Calendar**.
2. Click :chevron-down: 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.
{% hint style="info" %}
When kits are selected, the system blocks individual kit items from being double-reserved.
{% endhint %}
9. Click **Continue**. The **Summary** page is displayed.
10. If you selected to reserve consumable items, enter the number to reserve in the **Reserved** field.
11. To edit any reservation details, click **Edit** :pen-line:.
12. Click **Reserve**. The reservation is added and can be displayed when you [view the calendar](#view-a-calendar).
***
## 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](#view-a-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 :trash: next to the asset.
{% hint style="info" %}
If you remove an asset, you can click **Include** to reinstate it.
{% endhint %}
6. Click **Checkout**. The checkout is displayed in the calendar.
***
## 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](#view-a-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 :trash: next to the asset.
{% hint style="info" %}
If you remove an asset, you can click **Include** to reinstate it.
{% endhint %}
6. Click **Check in**. The check-in is displayed in the calendar.
***
## Edit a calendar
{% hint style="info" %}
Administrator users can edit or delete any calendar in the module. Non-admin users can only edit or delete calendars they created.
{% endhint %}
1. In the navigation pane, select **Calendar**.
2. Click :chevron-down: to expand **Collection** or **Reservations** and then locate the calendar for the appropriate collection.
3. Hover over the calendar name, click :ellipsis-vertical:, and then select **Edit**.
4. Edit the details of the calendar. See [Create a collection calendar](#id-2.-key-concepts-and-relationships) or [Create a reservations calendar](#id-2.-key-concepts-and-relationships-1).
5. Click **Save**.
***
## Delete a calendar
{% hint style="info" %}
Administrator users can edit or delete any calendar in the module. Non-admin users can only edit or delete calendars they created.
{% endhint %}
1. In the navigation pane, select **Calendar**.
2. Click :chevron-down: to expand **Collection** or **Reservations** and then locate the calendar for the appropriate collection.
3. Hover over the calendar name, click :ellipsis-vertical:, and then select **Delete**. A confirmation message is displayed.
4. Click **Delete**.
---
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