Creating a new reservation (browser)

If you need to reserve equipment for an event or a production, Trail's reservation -module helps you do the planning in an organized fashion.

This article tells you how to create a new reservation in browser.

Creating new reservation

1. Open the Reservations - All reservation -view.

2. Click New reservation

3. Add the general information. (Based on organisation's settings, the information fields can vary from the ones below).

• Title: Short and descriptive name.
• Location: The location where the reservation takes place.
• Start: Date and time when reservation starts.
• End: Date and time when reservation ends.
• Description: Possibility to add more detailed information about the reservation.

4. Click either Create or Create and add items.

5. If you clicked ' Create and add items', you can now select how many items of each model you will need. 

6. Type how many items of each model you will need

Tips:

• You can search for possible model names or focus the search based on category information from the top of the form.
• 'Availability' shows how many items are available during the the reservation.
• Click the model name to get more information about the model.
• Click Paper -icon to see if other reservations have reserved items from that model items during the time of your reservation.

7. Click Save.

8. The reservation's page opens:

Then the reservation starts:

9. Collect the correct amount of items

10. Scan each barcode label to ' Read barcode' field. Make sure that field is active. After each scan, if necessary click the 'Go' button to update the information. 

11. In the section Reservations, you can see the list of reserved items. It will also display the individual items that are in use for this reservation.

• Grey colour: The equipment is still on a planned state. No items of that model have yet been read out.
• Blue colour: Items have been read out. You can know the exact item by looking at its identifier.
• Green colour: Items have been returned to reservation

• Red colour: Attention! There are not enough items available. You may have to order that amount from somewhere else or select other similar items.

12. When the reservation ends, return the items by scanning them again using the 'Read barcode' -field.

13. Trail offers a setting that sends an automatic notification for the user on 'Reserved by' unless the items have been returned on time. The notification will be sent once every day until all items have been returned. This setting can be enabled from the general settings. Please contact support@trail.fi if you would like to have it switched on.

Location based reservations

Sometimes organisation could have multiple buildings from where items can be reserved. For this, Trail can add 'Location based reservations' setting on. After this reserved equipment will be shown based on how many items can be reserved from each location.

Please know that if you are using sublocations, the location is only shown by the sublocation in the "Add items" view.