Mobile: Reservations
Using Reservations and Calendars on the Mobile App
You can use the mobile app to:
Create and view reservation calendars
Reserve one or more assets for a specific time window
See availability and avoid conflicts
Check reserved items out when you pick them up
Check items in when they are returned
Review reservation history for each asset
This guide applies to both iOS and Android. Some buttons or icon styles may look slightly different between platforms, but the flow is the same.
1. Overview of Reservations on Mobile
On mobile, reservations are managed through:
A Calendar view that shows reservation events over time (List, 1‑Day, and 2‑Day views)
A Reservations tab on individual asset records that shows just that asset’s reservations
A set of forms:
Reserve
Check Out
Check In
The exact collections and forms you see depend on how your organization has configured reservations and permissions on the web app.
2. Creating and Viewing Reservation Calendars
2.1 Creating a Reservation Calendar
If you have permission to view reservations for a collection, you can create a reservation calendar for that collection in the mobile app.
Typical flow:
Open the Calendar section in the mobile app.
Use the option to add a calendar (for example, via a plus icon or “Add calendar” button).
Choose:
The account (if you work with multiple)
The module (such as Assets, Equipment, Rooms)
The collection that has reservations enabled
Name the calendar (for example, “Laptop Reservations” or “Conference Rooms”).
Save the calendar.
Once created, this calendar shows reservation events for that collection in the calendar views.
Note: You’ll only be able to create a reservation calendar and see reservation events if you have view access to reservations for that collection.
2.2 Calendar Views
From the calendar screen you can switch between:
List View
Shows upcoming and past reservations in a time‑ordered list.
Reservations are grouped by date, with a sticky header like “Tue, Sep 09, 2025.”
Each card typically shows:
Reservation ID
Status (Reserved, Checked out, Checked in)
Time range (start and end dates)
Who it’s reserved for
1‑Day View
Shows reservations for a single date in a time grid.
2‑Day View
Shows two consecutive days side by side.
Tapping any reservation entry in any view opens the Reservation Details screen.
3. Reserving Assets from the Mobile App
You can start a reservation either:
From the Calendar (recommended)
From the Forms list (Reserve form)
3.1 Start a New Reservation from the Calendar
Open the Calendar in the mobile app.
Tap the action button (e.g., a plus icon) to start a new reservation.
When prompted, select:
Account
Module
Collection that you want to reserve from (e.g., Laptops, Vehicles).
This opens the Reserve form.
3.2 Fill Out the Reserve Form
The Reserve form has two main parts: reservation details and asset selection.
Step 1: Reservation Details
Reservation field (required)
This identifies the type of thing you’re reserving (configured on web).
It may be read‑only with a default value.
Reservation for (required)
Typically the person or entity the reservation is for (e.g., employee, department).
Start and end date/time (required)
Set when the reservation should start and end.
You cannot continue without valid start and end times.
Any additional fields
For example, location, reason for use, project code.
These are defined by your administrator.
Tap Continue to move to asset selection.
Step 2: Select Available Assets
The app shows an asset list filtered to the selected collection.
By default, the list hides assets that are unavailable during the chosen time window.
Only assets that are free for that period appear.
In this view you can:
Search by asset name, ID, or other fields.
Filter using available collection columns (as configured on web).
Show All vs. Only Available
A toggle lets you show all records (both available and unavailable).
When you show all:
A Status column appears:
“Available” or “Reserved” (or similar)
Assets that are already reserved or overlapping with that time:
Show as Reserved
Have their selection box disabled
If you tap one, you’ll see a message describing the time frame that conflicts.
Selecting Assets
Select one or more available assets.
For serialized assets, quantity is fixed at 1 per record.
When you’re done selecting, tap Continue.
Step 3: Review and Submit
On the summary page:
You see:
Reservation details (time, “Reservation for”, etc.)
The list of selected assets
Counts such as requested vs. available (for serialized items this is typically 1:1).
You can:
Tap into the details section or assets section to edit your choices.
Remove assets directly from the summary.
Tap Cancel to abandon the reservation.
Tap Reserve to submit. This creates a reservation event and adds it to:
The calendar for that collection
The Reservations tab for each reserved asset
3.3 Starting a Reservation from the Forms List
From the app’s main navigation, open the Forms list.
Select the Reserve form under the appropriate module/collection.
Complete the same steps:
Reservation details
Asset selection
Review and submit
This path is useful if you’re already working in a module and want to reserve without going through the calendar first.
4. Checking Out Reserved Assets
When it’s time to pick up the assets, you use Check Out.
4.1 Start Check Out from a Reservation
Open the reservation from:
The Calendar (tap on the event), or
The asset’s Reservations tab and then tap the reservation.
Tap Check Out.
This opens the Check Out form.
4.2 Complete the Check Out Form
The form shows fields configured by your admin (for example, pickup location, condition, notes).
The system tracks the check‑out date/time when you submit.
After the form fields, you’ll see a list of all assets included in that reservation.
You can:
Confirm which items you are actually taking.
Remove or re‑include specific items as needed.
Quantities:
You’ll see requested vs. checked‑out quantities.
For serialized assets, this is typically locked at 1/1.
When you submit:
The reservation status changes to Checked out.
Any fields you filled in on the form are saved back to the relevant records.
An internal log of the Check Out action (who, when) is recorded.
You can tap Cancel at any time to stop the check‑out process without changes.
5. Checking In Assets
When items are returned, you use Check In.
5.1 Start Check In from a Reservation
Open the reservation details (from the calendar or from a record’s Reservations tab).
Tap Check In.
This opens the Check In form.
5.2 Complete the Check In Form
The form displays any fields configured by your admin (for example, return condition, notes).
The system records the check‑in date/time on submission.
You’ll see a list of all assets that were previously checked out under that reservation.
For each item:
You’ll see checked‑out quantity and a return quantity.
The default return count equals the checked‑out amount.
You cannot set return quantity higher than checked out:
If you try, you’ll see an error and must correct it.
When you submit:
The reservation status changes to Checked in.
Item‑level return information is saved, and the assets become available for future reservations.
A log of the Check In action is created.
Tap Cancel to exit without changes.
6. Viewing Reservation Details and History
6.1 Reservation Details Screen
When you tap any reservation (from a calendar or list):
You see a Reservation Details page with:
Base details (all statuses):
Reservation ID
Status (Reserved, Checked out, Checked in)
Start date and time
End date and time
Additional fields captured on the forms
Date added
Last updated
Reserved by
Reserved assets (serialized records currently associated)
Status‑specific details:
Reserved:
Shows reserved assets and basic info.
Checked out:
Adds check‑out date.
Reserved assets list reflects only items that were actually checked out.
Checked in:
Adds both check‑out and check‑in dates.
Shows which items were returned vs. not returned (for serialized items you may see 1/1 or 0/1).
When you choose Delete, a confirmation modal appears; deletion only proceeds if you confirm.
6.2 Reservations Tab on a Record
On each asset’s Record Details page, there is a Reservations tab (when reservations are enabled and you have access).
This tab:
Shows a mini‑calendar at the top, similar to the main calendar.
Displays a list view of reservations where this specific record is the reserved asset.
Groups reservations by date with sticky headers.
Each list item shows:
Reservation ID
Status
Time range
“Reserved for” information
Interactions:
Scroll through past and upcoming reservations.
As you scroll, the highlighted date in the mini‑calendar updates to match the currently visible date.
Tap any reservation in the list to open the full Reservation Details screen.
7. Searching and Filtering the Reservation Calendar
7.1 Search
Use the search bar at the top of the calendar.
Type part of a name, ID, or other field.
Search covers:
Fields on the reserved record itself (e.g., asset name, asset ID).
Reservation fields such as:
Reservation ID
Status
Start and end date/time
Reserved by
Submit date
Last modified date
Check out date
Check in date
“Reserve for”
Additional fields on the Reserve, Check Out, and Check In forms
Results update instantly in all calendar views.
7.2 Filters
Tap the filter (funnel) icon on the calendar.
Apply filters on the same reservation fields used for search:
Reservation ID, status, date ranges, reserved by, etc.
Any custom fields captured on the reservation forms.
Filtered results refresh immediately in List, 1‑Day, and 2‑Day views.
8. Managing and Editing Reservations (High Level)
Create: Use the Reserve form from the calendar or forms list.
Edit:
Available when a reservation is still in Reserved status.
Takes you back into a pre‑filled Reserve form to update times, assets, or details.
Cancel:
Also available in Reserved status.
Frees up the reserved time slots immediately.
Check Out / Check In:
Used to move through the asset lifecycle while keeping availability accurate.
Delete:
Available to users with delete rights.
Permanently removes the reservation and frees the time slot.
All changes are reflected across:
The reservation calendar
The Reservations tab on records
Asset availability for future bookings
Last updated