Bookings: How to Export Booking Information and Assets Checked Out

Introduction

Shelf's booking export feature enables you to extract comprehensive information about your bookings in CSV format. This functionality makes it easier to track equipment usage, allocate costs to projects, generate reports, and maintain accurate records of asset movements.

How to Export Bookings

Navigate to the Bookings page in your Shelf workspace
Filter your bookings using the search bar or filter options (optional)
Select the bookings you want to export by:
- Checking individual booking checkboxes
- Using the master checkbox to select all visible bookings
Click the "Export selection" button in the top-right corner
The system will generate and download a CSV file containing your selected bookings

Exporting booking data from the bookings page in Shelf Select your bookings (in any state) and then click on export selection.

What's Included in the Export

The CSV export contains the following information for each booking:

Booking URL: Direct link to view the booking in Shelf
Booking ID: Unique identifier for the booking
Name: Title of the booking
Start date: When the booking begins (check-out date)
End date: When the booking ends (check-in date)
Custodian: Person responsible for the assets during the booking period
Description: Any notes or details about the booking
Tags: Tags applied to the booking
Assets: The assets included in the booking, one per row

Per-asset check-in status

Beyond the booking-level details, the export now breaks down which items in a booking are still out versus already returned — the same partial check-in information shown by the progress bar on the booking detail page. Two columns are populated on each asset row:

Item check-in status: Checked in if the asset has been returned, Checked out if it's still out on an active (Ongoing or Overdue) booking. Bookings that never checked their assets out — Draft, Reserved, and Cancelled — leave this blank. Completed and Archived bookings show every asset as Checked in.
Check-in date: When that asset was checked in, for assets that have been returned.

Two further columns summarize each booking on its main row:

Checked in: How many of the booking's assets have been returned.
Total assets: How many assets are on the booking.

Because these are columns rather than row filters, the export stays complete — every asset is still listed — and you can sort or filter on your end (in Excel or Google Sheets) to isolate exactly what's outstanding.

Practical Applications

This export functionality is particularly valuable for:

Tracking outstanding returns: For Checked-Out and Overdue bookings, filter the Item check-in status column to Checked out to see exactly which items haven't come back — ideal for driving end-of-period return reminders.
Financial Reporting: Allocate equipment costs to different departments or projects
Usage Analysis: Track how frequently specific assets are booked and by whom
Audit Preparation: Maintain comprehensive records of equipment movements
Resource Planning: Identify patterns in equipment usage to optimize your inventory
External System Integration: Import booking data into other tools and systems

Coming Soon: Reference ID Field

A future update will include the addition of a Reference ID field, which will allow you to:

Associate bookings with specific project IDs
Link bookings to external tracking systems
Create custom identifiers for easier sorting and filtering
Enable more granular tracking and reporting capabilities

Need Help?

If you have any questions about exporting booking information or need assistance with the process, please contact our support team.