Adding Assets and Kits to a Booking

After configuring the name, booking period and custodian for a booking you can start adding assets and/or kits. Configuring the booking period prior to adding assets or kits is required because the system needs to know if the selected assets will be available for booking during that period. It could be that certain assets are already part of a booking during the selected period.

Adding assets to a booking

Clicking Add assets will open an asset manager modal that allows you to browse assets available during the specified booking period. Use the filters and search bar to quickly find the assets you would like to add.

1. Click Manage assets
2. Select the Assets you would like to add by checking them
3. Use the filters or search bar to quickly find assets
4. Click Confirm to add your selection of assets to the booking

Removing assets from a booking

1. Find the asset(s) you would like to remove in the index
2. Click the dropdown icon and click Remove
3. Alternatively, click Manage assets, uncheck the asset(s) you would like to remove and Confirm

You can also select several rows and remove them in one action, mixing loose assets and kits in the same selection. Removing a kit takes the units it carries and leaves any copy of the same asset that was added to the booking separately, so a selection only ever removes what you picked.

Adding kits to a booking

If you or other users have configured one or more kits you'll be able to utilize this when creating a booking. By adding a kit to a booking you are simply adding assets that are grouped together at once.

1. Click Manage assets
2. Switch from Assets to Kits using the tabs
3. Select one or multiple kits
4. Click Confirm to add your selection of kits to the booking

Settling a model reservation

If the booking reserves gear by Asset Model rather than by specific unit, those reservations are listed in their own Unassigned model reservations section above the assets table. The heading reads "4 of 6 units still to assign, across 2 models", and each row states its own share the same way, such as "1 of 2 units still to assign". The rows always name both numbers, what is left and what was promised, so a lone figure can never be misread as the other one.

A reservation is settled by putting a matching asset on the booking. Every route counts:

• Ticking it in the Manage assets modal
• Scanning it with Scan to add assets
• Adding it in bulk from the asset index with Add to booking
• Scanning it in the Shelf Companion app

Whichever door the asset comes through, Shelf matches it against an outstanding reservation for its model and ticks the reservation down. Only genuinely new rows count, so re-saving the Manage assets dialog with the same selection never discharges a reservation twice.

Reservations that are still outstanding show as an amber N units unassigned pill on the bookings index, next to the asset count. A booking made entirely of reservations therefore reads "0 assets" with the pill beside it, rather than looking empty. Those units are genuinely held and unavailable to anyone else, and a booking cannot be checked out while any reservation is outstanding, so the pill is the list telling you there is still gear to find.

Reading the counts on a booking

The header above the assets table names what it counts: "18 assets and 2 kits", or plainly "7 assets" when there are no kits. A kit is one row holding several assets, so a row count can never match the bookings index's asset count on its own. Naming both kinds makes the difference self-evident, and each kit row states its own member count.

Model reservations are counted separately, in their own section, and are never folded into the assets figure. That is deliberate: reserved units have no physical asset behind them yet, so blending them in would make a half-assigned booking look identical to a finished one.

Adjusting the quantity on a pooled asset

Quantity-tracked assets join a booking as a number of units rather than as a specific item, and that number can be changed at any time before the units go out.

1. Find the asset's row on the booking
2. Open the row's dropdown and click Adjust quantity
3. Enter the number of units to reserve, then click Save

The Adjust booked quantity dialog tells you what you have to work with, written plainly as "4 of 12 sandbags available" with the date range underneath. That figure is about these dates: a booking that ends before this one begins isn't competing for the same units, so it's often higher than the stock sitting free at this exact moment. If other bookings are holding units inside your dates, the dialog says how many, and roles that can see other people's bookings get a View bookings link to go and look.

Ask for more than the dates allow and Shelf refuses, naming the shortfall. Lowering a quantity always works. See Troubleshooting: Booking Conflicts if a booking is showing a Stock conflict pill or an Insufficient stock badge.

Adding items to a booking that's already active

You don't have to finalize the whole list before checkout begins. You can add assets and kits to a booking that's already Ongoing or Overdue using the same Manage assets modal, the Add to booking option on an asset or kit page, the bulk Add to booking panel, or by scanning.

Items added to an active booking join it as line items and stay Available until you check them out. They aren't force-checked-out just because the booking is already underway, which fits the progressive checkout flow where gear leaves in stages. The only thing you can't add is an item that's already checked out on another active booking, since that would double-book it.

Which bookings the Add to booking picker offers follows the workspace's booking-visibility setting, the same rule the Bookings index and the command palette use. Self-service and Base users are shown their own bookings by default, and every booking in the workspace except other people's Drafts once an admin switches the setting on in Settings ▸ Workspace ▸ Permissions. A booking still in Draft is only ever visible to the person who created it, whatever the setting says. The list stays the same whether you scroll it or type to search it. See Configure What Self-service and Base Users Can See.

Checking a late addition out works the same three ways as anything else on the booking: Check out remaining from the checkout button, scanning it with Scan to check out, or ticking its row and using Actions → Check out selected items. That holds whether the booking was originally checked out item by item or all at once with the Check out button, and it applies to quantity-tracked lines as well as individual assets.

Finding and sorting assets on a booking

Once assets are on a booking, the asset list on the booking page has its own search and a Location column so you can find items quickly — useful on large bookings where scrolling isn't practical.

• Search the list by typing in the search bar. It matches across an asset's name, asset ID, category, location, tags, and its QR and barcode values. Separate multiple terms with a comma to match any of them (for example, studio a, lens returns items in Studio A and anything named "lens"). If a match falls inside a kit, the whole kit is shown so you keep the full bundle in view.
• Location column: each row shows where the asset (or kit) is stored. Click the Location column header to sort the list by location — handy for grouping a pull list by room or shelf before checkout.

Sort options

Click any sortable column header, or use the sort control, to reorder the list. A tooltip next to the control explains the two booking-specific options:

• Item type groups kits first and then standalone assets, so you can work through a bundle in one pass.
• Status sinks fully checked-out items to the bottom and keeps the items you still need to hand out on top. This is especially useful during progressive checkout, when a booking holds a mix of Available and Checked out items at the same time.

When you sort by any other field, kits and standalone assets are interleaved by that field instead of kits always sitting on top, while each kit's members stay grouped together.

The search you apply here also carries through to the Generate PDF overview, so you can print a focused list of just the matching items. See How to Generate a PDF Overview.

Related articles

• Introduction to Bookings
• How to create a Booking
• How to Generate a PDF Overview of Your Reserved Assets
• Custody Feature for Long-Term Equipment Lend-Outs