Creating new reservation (browser)

Reservations make it easier to plan the use of items and help ensure that the necessary equipment is available at the right time.

This guide walks you through creating a reservation – easily and quickly!

Topics:

  1. Creating a new reservation
  2. Planning items for a reservation
  3. Reading out and returning items
  4. Tips for scanning stock models
  5. Additional reservation features

Why reservations are used

  • Helps with planning: plan ahead what items are needed and when.
  • Clarity: the reservered by field shows who is using the item.
  • Notification: if the reserved by user doesn’t return items in time, an automatic reminder is sent (optional setting).

Reservation rights can be:

  • No: cannot make reservations
  • Read: can create personal reservations for their own department
  • Edit: full rights to all reservations

Creating a new reservation

  1. Open Reservations - All reservations
  2. Click New reservation
  3. Fill in the basic information:
    • Title – a descriptive name for the reservation
    • Start – when the use begins
    • End – when the items must be returned
  4. Choose:
    • Create and add items – if you want to plan the equipment immediately
    • Create– if you only want to save the reservation template

💡 If you want to create a reservation for another user, make sure the field “Select reserved for” is enabled under Admin → General settings → Reservations.

Planning items for a reservation

  1. Open the reservation and click Add items
  2. The model list shows how many items are available for the selected time period
  3. Enter the desired quantity on the left side
  4. For stock models, check the department and location

  1. Click Save

In the reservation view, you can clearly see your reservation plan.

Reading out and returning items

Reading out:

  1. Check the required quantities
  2. Scan the item’s QR or barcode (Trail label) in the Read barcode field.
  3. If the item doesn’t have a label, enter the item ID manually
  4. Click Go
  5. The item is read out.

Returning:

  1. Scan the item QR or barcodes again in the Read barcode field
  2. Click Go
  3. Returned items appear in green.

⚪ Grey = planned, not yet read out 🔵 Blue = read out 🟢 Green = returned

⭐ Tips for scanning stock models

We recommend always scanning items individually to avoid errors.

Since a stock model has one shared identifier, items can also be read out and returned in parts if necessary.

How to do it:

  1. Click the model quantity for the stock model
  2. Select the desired amount
  3. Click Collect, Save, or Return depending on the step

Additional reservation features

Depending on your organization’s needs, Trail offers several additional features to support use, such as:

  1. Sub-reservations
    1. Create one main reservation for an event, and collect sub-reservations from different departments or users. This way, all related reservations are visible together.
  2. Reservation sets
    1. Plan what items are often needed for similar reservations. A set speeds up new reservations and ensures nothing important is forgotten.
  3. Location-based reservations
    1. If your organization has multiple warehouses or buildings, you can use location-based reservations. The system shows available items based on location.
  4. Sales features
    1. Link sales stages to the reservation process so reservations follow the same workflow as sales tracking.
  5. Self-service locker
    1. Allows users to pick up items directly from a locker without staff assistance – especially useful when reservations' items are picked up or returned at different times.

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