Reservation calendar

Reservation calendars can help to restrict visibility of reservations in the reservation list view. This can be done by the help of departments.

How to create a reservation calendar?

First plan how the reservations should be restricted by departments and how to name the shown calendar options.

Note! If one department's reservations need to be hidden from other departments, two reservation calendars should be created. The first calendar is associated with the department whose equipment should be restricted, and the second calendar includes the rest of the organization's departments. Users with access to all the departments can choose which calendar their reservation should belong to when creating a reservation.

Once the restrictions are decided, user can inform Trail's support (support@trail.fi) of the reservation calendar names and the departments to be associated with them. Trail will then handle the creation of the reservation calendars.

For example:

• Calendar 1: Sound (Departments associated: Sound)
• Calendar 2: Production (Departments associated: Production, Rigging, Logistics)

After reservation calendars have been created, it is possible to modify the associated departments in the 'Admin > Departments' section. User needs to have also editor rights to reservations, to edit the selected departments for different reservation calendars.

Creating new reservation when using reservation calendars

Once the reservation calendars are created, the calendar options will appear when creating a new reservation under 'Calendar'.

Scenario 1: User has access to only one reservation calendar due to departments, the reservation will automatically be part of that calendar and user cannot select any calendar.

When reservations has been created, calendar information will be shown on reservation's main details. In the example, the reserver has access to the reservation calendar called: Production. This means that all users with access to the following departments: Production, Rigging, Logistics, will see the reservation. If user does not have access to any of these departments, user will not see the reservation at all.

Scenario 2: User has access to multiple reservation calendars due to departments, they must choose the calendar in which to add the reservation to.

In the example, user has added the reservation to the reservation calendar called: Production. This means that all users with access to the following departments: Production, Rigging, Logistics, will see the reservation. If user has no access to any of these departments, user will not see the reservation at all.

Scenario 3: User has access only to the 'Light' department and it is not associated with either of the reservation calendars. This means that all Trail users will see that specific reservation in the reservation list.

Reservations on the reservation list

Users will see on the reservation list only those reservations for which they have access based on the departments associated with the reservation calendars.

If user has access to multiple reservation calendars, they can search for reservations via free text search by typing the name of the reservation calendar in the search.