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Asset reservations

Asset reservations

Overview

The Reservations screen lets you hold a fixed asset for an employee over a specific date range, preventing another user from assigning it in that same period. The system detects date conflicts with existing reservations automatically and blocks the operation if they overlap. Asset owners, operations managers and anyone who needs to plan future use of equipment or goods use it.

How to get there

In the side navigation menu, click Reservations.

Direct URL: /reservations

Key concepts

Term Definition
Reservation A temporary hold on an asset for an employee over a date range. It stops the asset being reserved again in that period.
Reservation status The reservation's life cycle: Reserved (current), Fulfilled or Cancelled.
Date conflict When a new reservation would overlap an existing active (Reserved) reservation for the same asset. The system rejects the operation automatically.
Employee A person in the active employee catalog of the selected company.
Asset A fixed asset registered in the system under the active company.

How to use it

Create a new reservation

  1. Click New Reservation at the top right of the screen.
  2. In the dialog that opens, fill in the required fields:
    • Asset: choose the asset from the drop-down. You can type part of the code or name to filter the list.
    • Employee: choose the employee from the drop-down. You can type part of the name or code to filter the list.
    • Start date: choose the day the reservation starts. It cannot be earlier than today.
    • End date: choose the day the reservation ends. It cannot be earlier than today.
  3. (Optional) Enter free text in Notes to record any remarks.
  4. Click Reserve.
    • If the asset already has an active reservation that overlaps the range you entered, the system shows an error notification and does not save the reservation.
    • If the end date is earlier than the start date, the system also rejects the operation.
    • When it saves successfully, the dialog closes and the notification "Reservation created successfully." appears.

Cancel a reservation

Only reservations with Reserved status can be cancelled.

From the row button:

  1. Find the reservation in the table.
  2. Click Cancel in that row's Actions column.
  3. In the confirmation dialog "Are you sure you want to cancel this reservation?", click the accept button.
  4. The system sets the status to Cancelled and shows the notification "Reservation cancelled."

From the context menu:

  1. Right-click the reservation's row.
  2. Choose the cancel option in the menu that appears.
  3. Confirm the action in the dialog.

Refresh the list

Click the refresh button (the reload icon) next to New Reservation to reload the table with the latest data.

Filter and clear filters

The table supports column filters. When filters are active, an indicator appears in the screen header along with the number of filtered records. To reset every filter, click Clear filters.

Switch company

If your account manages more than one company, changing the active company with the company selector refreshes the table and the asset and employee drop-downs automatically to show the selected company's data.

Fields

Reservations table

Column Description
Asset The reserved asset's code.
Employee The name of the employee the reservation was made for.
Start The reservation's start date (format: month dd, yyyy).
End The reservation's end date (format: month dd, yyyy).
Status The current status: Reserved, Fulfilled or Cancelled.
Actions Shows the Cancel button only for reservations with Reserved status.

"New Reservation" form

Field Type Required Description Validation
Asset Searchable drop-down Yes The fixed asset to reserve, filtered by the active company. An asset must be selected, otherwise the Reserve button stays disabled.
Employee Searchable drop-down Yes The active employee the reservation is for, filtered by the active company. An employee must be selected, otherwise the Reserve button stays disabled.
Start date Date field Yes The first day of the reservation. Cannot be earlier than today.
End date Date field Yes The last day of the reservation. Cannot be earlier than today, nor earlier than the Start date.
Notes Text field (multiline) No Remarks or extra comments about the reservation. No length restriction.

Permissions

Available to users with access to the module, as configured by your administrator. No extra role restriction is declared on the screen.

Notes

  • Conflict detection compares the requested range against every Reserved reservation for the same asset in the active company. A Fulfilled or Cancelled reservation causes no conflict.
  • Cancelling a reservation only sets its status to Cancelled; the asset is not assigned to the employee. To make an actual assignment, use the Check Out function on the Asset detail.
  • The asset drop-down lists every asset of the active company, sorted by asset code. The employee list only includes active Employees, sorted by code.
  • Reservations can also be read and created through the system's REST API (GET /api/v1/reservations). See the API documentation for details.

Troubleshooting

Symptom Likely cause Resolution
The Reserve button is disabled. No asset, no employee, or neither has been selected; or the system is saving. Select an asset and an employee before clicking Reserve.
The error "Reservation conflicts with an existing reservation" appears when saving. The asset already has an active (Reserved) reservation overlapping the dates you entered. Check the asset's existing reservations and pick a range that does not overlap, or cancel the earlier reservation if it no longer applies.
The error "End date must be on or after start date" appears when saving. The end date is earlier than the start date. Fix the dates so the End date is on or after the Start date.
The Cancel button does not appear on the row. The reservation is Fulfilled or Cancelled; only Reserved reservations can be cancelled. A reservation that has already been fulfilled or cancelled cannot be cancelled.
The asset or employee list is empty in the dialog. No Assets or Employees are registered for the active company. Check that the right company is selected and that Assets and Employees exist in the system.
The table shows no data when you open the screen. The active company has no reservations yet. Create the first reservation with New Reservation, or click the refresh button to reload the table.

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