Reservation list and reservation's own page

Reservation list

You can find the reservation list under Reservations > All reservations. This page gives you an easy overview of all reservations in the system. In the list view, you can:

• browse reservations
• search for current or past reservations
• create new reservations
• export the reservation list to Excel (requires Editor-level rights)

Note: The list shows reservations created by different users. If needed, visibility can be restricted in the following ways:

1. By department – Read more: Reservation calendar
2. By user – If a reader level user belongs to a user group with the setting “Users with only reader rights to reservations can see only their own reservations”, they will only see their own reservations in the list.

Reservation's status

The status column shows the current stage of the reservation:

• Planned – reservation created but no items read out yet
• Out – at least one item has been read out
• Returned – all items have been returned
• Overdue – reservation end time has passed, returns are missing
• Accepted / Rejected – visible if the accept feature is enabled
• Requested – the reservation includes item models where available stock is exceeded. Visible only when the Subrentals feature is active.

In Trail’s general settings, a dedicated search field for reservation status can be enabled if needed.

Reservation search

The search function is an important part of daily work and helps you quickly find the correct reservation even in large volumes. You can search reservations by:

• reservation title or reserver’s name
• date range ← advanced search (e.g., this week’s reservations or past reservations)
• location ← advanced search
• reservation status -  If the status search is not visible, it can be enabled via Admin > General settings > Reservations.

Tip:

• Type at least three letters, and Trail will start suggesting matching results.
• You can also combine multiple search terms (e.g. Nelli Ballet).
• We recommend agreeing on clear naming for reservation titles (e.g., event / event + location / event + team name (eg. Giselle - Lights)).

Reservation page – all details in one view

The reservation page provides a complete overview of a single reservation. You can view basic details, equipment status, and scan history all in one place.

Below the image, each section is explained in more detail.

Basic Information (left side)

• Title – name of the reservation
• Status – reservation state (e.g., planned, out, returned, late)
• Start and end time
• Duration – calculated automatically
• Equipment value – combined value of the items in the reservation
• Reserved by – who has the items reserved. Note: Items can only be added from departments the reserver has access to.
• Rental details – visible if rental features are enabled

Action Buttons (right side)

• Read barcode – Scan items out or in. Always scan items one at a time so the usage tracking is correct.
• Reservations – List of item models and quantities in the reservation.
• Consumables – Consumables can be added to a reservation. Start by planning the department and location the items come from. Do this before scanning. When a product is read out, it is deducted from stock. Consumables are not returned by default.
• Reservation sets (additional feature) – These make it easier to reserve commonly used sets. When the reserver adds a set, they receive a ready-made plan with all needed quantities. Read more: Reservation sets
• Attachments (additional feature) – Add documents, images, or instructions.
• Update history – Shows who edited reservation details and when.
• Scan history – All items scanned out and in, in chronological order.

Equipment value

Trail calculates an equipment value for every reservation. The value is based on the model’s renewal price, or the item's purchase price if no renewal price exists.

1. Renewal price available

Equipment value = model renewal price × quantity

2. No renewal price

If the computer would not have renewal price, Trail uses the purchase price.

3. Item has content

If an item has content, the content’s value is included.

• In planned reservations → value is estimated (because at this point it is not clear will the used item have content or not).
• In read out reservations → value is exact.
• Note! If you add content items separately to a reservation, they are counted twice.

Note The equipment value is based on value situation of when the items have been added. If the values (for example model renewal price) changes after they have been scanned out, the equipment value is not updated automatically.

Creating a new reservation

Next, read how to create a new reservation in Trail: Creating a new reservation