How to Create a Booking

With a booking, you can reserve and check-out a selection of assets to a person (custodian) within your organization. Bookings help ensure that certain equipment is available when you or a team member needs it.

Creating a booking

Start by going to the Bookings area.

1. Click New booking to create a booking
2. Give your booking a Name
3. Specify a Booking period by choosing a start and end time/date
4. Select a Custodian to whom the assets will be checked out
5. Click Add assets to add assets to the booking. This is only possible after configuring the booking period
6. Use the Asset manager modal to find and add/remove assets from the booking. You can use the filters and search bar to quickly find assets. Only assets that are Available during the specified booking period will show by default.
7. Click Confirm when you've added the assets
8. Optionally, expand the Notification recipients section to add specific users who should receive email updates about this booking (in addition to the custodian and workspace defaults)
9. Click Book to confirm the booking. The status of the booking will change from Draft into Reserved or Ongoing depending on the current date/time and the start date/time specified under booking period

Export a booking to your calendar

Once a booking is no longer in Draft status (Reserved, Ongoing, Overdue, or Completed), you can export it as a calendar event. Open the booking and click Add to Calendar to download an .ics file. Opening this file adds the booking event — including the start and end dates and a direct link back to the booking — to Google Calendar, Apple Calendar, Outlook, or any RFC-compliant calendar app.

This is useful for custodians who want the reservation to appear in their personal calendar, and for managers who need to keep their schedule aligned with Shelf bookings.

Related articles

• Introduction to Bookings
• Adding assets and kits to a Booking
• Booking Notification Settings
• Custody Feature for Long-Term Equipment Lend-Outs