Reservation sets

What are reservation sets?

A reservation set is a tool that allows to quickly add a predefined plan of needed models to a reservation. It helps you plan recurring reservations more efficiently: you don’t need to remember how many units of each model are typically needed. The information comes directly from the reservation set.

Example:

  • Reservation set name: Equipment for hosting a webinar
  • Contents: 2 microphones, 2 laptops, 1 display board

Note: Reservation sets are primarily designed for organisations that do not use location-based reservations.

Enabling reservation sets

An admin user can enable the feature from: Admin → General settings → Reservations → “Reservation sets”

Reservation sets will then appear under: Reservations → Reservation sets

Creating a reservation set

  1. Open Reservations - Reservation sets
  2. Click New reservation set
  3. Enter a name for the set and optionally a description

  1. Click Create
  2. In the view that opens, add:
    • The models included
    • The required quantities
  3. Click Done to create the new reservation set

  1. Each reservation set gets its own page, where you can edit its details later.

Adding a reservation set to a reservation

  1. Open the reservation’s own page
  2. Click Add sets

  1. Select the desired reservation set by entering the needed quantity
  2. Press Enter to save
    1. Saved entries are shown with a green background
  3. Click Done

  1. The models and quantities are added to the reservation plan.
    1. If you don’t see them immediately, refresh the page.
  2. You can still add additional items through “Add items” if needed.

❗ Note: This is only the reservation plan. When the reservation begins, remember to scan the items out.

Notes on using reservation sets

How do department-based permissions affect reservation sets?

  • If the user does not have access to the departments where the available units are located, they will still see the reservation set, but they will receive a notification stating that there are not enough items available.

What if there are not enough available items during the reservation period?

  • Trail prevents adding the reservation set and highlights in red which model is insufficient.
  • The reservation set cannot be added to the reservation.
  • As an alternative, you can add another reservation set, or add models individually from “Add items” on the reservation page.

Reservation sets vs. parent items with content?

  • Trail also supports a case, where certain parent item are has content. Example: a camera case that contains a camera, a spare battery, and a lens.
    • These cases can be added directly from the reservation view or from the device card.
  • Reservation sets on the other hand are based on item models.
    • They are useful in situations where different models do not normally travel together, but many reservations typically require the same combination of items.

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