Reservation sets

What are reservation sets? It is a tool that allows you to plan in advance what equipment is typically reserved for different reservations. This speeds up the create process for reservations and helps ensure that all models and quantities are included.

Example:

  • Reservation set name: Equipment for hosting a webinar
  • Content: 2 microphones, 2 computers, 1 exhibition board

Note! The use of reservation sets is designed for organizations that do not use location-based reservations, as the location cannot be defined when creating the set or when adding it to a reservation.

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 a plan. When the reservation begins, remember to scan the items out.

Notes on using reservation sets

How do department-based user rights affect reservation sets?

  • If 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 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 item 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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