Equipment reservation¶

With this feature you can book reservations for the equipment in your company. This way avoiding the risk of having conflicts with other colleagues or having an equipment that is currently in maintenance. This ensures that equipment information is well-distributed and accessible.

For information, the colors in the calendar are represented by:

Blue: reservations you are responsible for.
Orange: maintenance reservations you are responsible for.
Gray: reservations made by others.

Creating a reservation¶

You can create reservations for the 3 following scenarios:

Reserving equipment, which may or may not be linked to tests.
Reserving equipment for maintenance.
Reserving equipment exclusively for a test.

../_images/equipment_reservation2.png — Message located inside the info button.
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Note

You cannot create reservations for equipment parts, only for individual equipment or equipment groups.

Reserving an equipment¶

In the Equipment module, the Reservation tab in the side menu provides an overview of all reservations in both calendar and list views. Filters allow you to display specific families/subfamilies of equipment or only reservations you created. You can also switch between day, week, month, and year views.

In the search function, you can view all available assets. After selecting one, you will access the detailed equipment window. To reserve it, navigate to the Reservation tab in the left menu, similar to the global reservation view.

Regardless of your approach, click the New Reservation button, where you will have two options:

New reservation for equipment
New reservation for maintenance

Once you select the equipment option, the reservation screen will open:

../_images/equipment_reservation3.png — View of the new reservation window.¶

On the left, mandatory fields must be filled in, including title, start date, end date, assignee, and equipment. Additionally, you can link tests, add a description, and create a recurring reservation based on your specifications.

../_images/equipment_reservation4.png — New reservation window witht the repeat option selected.¶

Reserving for a maintenance¶

If you select the maintenance option, a simplified reservation screen will appear. The required fields include:

Equipment
Maintenance name
Subtype
Responsible person
Start and end dates

../_images/equipment_reservation5.png — View of the window when creating a new maintenance (with reservation).¶

Reserving from a test¶

While creating a test, navigate to the Equipment tab. Click the Add button to include equipment, with or without a reservation. To reserve equipment, select the With Reservation option.

../_images/equipment_reservation6.png — Equipment tab inside a test.
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After clicking the button, the reservation window will open. This is similar to reserving from the equipment module, except the test is pre-selected.

../_images/equipment_reservation7.png — View of the new reservation window when created inside a test.
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Suggested slots¶

When booking an equipment on the reservation page, you can use have the suggested slots feature:

../_images/equipment_reservation8.png — Suggested slots view, with all the slots available for the pre-filtered space of time.¶

This feature suggests available time slots based on the required reservation duration, making scheduling easier for frequently booked equipment.

Selecting equipment without reservation¶

In some cases, you may need to link your equipment to a test or maintenance without creating a reservation. In the equipment page or during a test, you can select the without reservation option just to maintain traceability.

In case of a maintenance, the screen will be similar, with the option to add a duration. A tag will indicate that it is a maintenance without reservation.

../_images/equipment_reservation9.png — View of the window when creating a new maintenance (without reservation).
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For tests, in the same Equipment page, you can create a reservation. If you choose Without Reservation, the following screen will appear after selecting the equipment:

../_images/equipment_reservation10.png — View of the window when linking an equipment inside a test (without reservation).¶

Here, you can optionally set a duration.

Note

Selecting the without reservation option does not check for conflicting reservations at the same time/date.

Reservation history¶

There is also a tab to view the reservation history, where you can filter reservations based on type (from a test, an equipment, or a maintenance), a specific equipment, or a specific responsible person.

../_images/equipment_reservation11.png — View of the history of reservations, with the filters available.¶

Reservation settings¶

You can define global minimum and maximum limits for reservations. For example, you can configure the system to prevent reservations shorter than 15 minutes or longer than 8 hours. Additionally, you can assign a specific group of people responsible for creating reservations.

Note

If no equipment bookers are selected, all company members will be able to create reservations.

../_images/equipment_reservation12.png — Global reservation limits that can be defined inside settings.¶

Specific limits¶

In addition to global limits, you can define specific limits for a particular equipment. This means setting individual minimum and maximum reservation durations for specific equipment. The same applies to the responsible group—if a group is assigned here, it will apply only to that specific equipment.

../_images/equipment_reservation13.png — Specific reservation limits that can be set in some cases where the general limits do not cover it properly.¶