Reservation calendar - Additional setting for limiting visibility

What does a reservation calendar mean? Reservation calendars allow you to limit the visibility of reservations by department.

One reservation calendar may contain the reservations of one or several departments. This feature is especially useful in situations where reservations from different departments need to be kept separate from each other.

Topics:

  1. Creating a reservation calendar
  2. Creating a reservation (3 example scenarios)
  3. Viewing and searching reservations in the reservation list

Creating a Reservation Calendar

Planning

  1. When there is a need to limit reservations, the first step is to define:
    1. What is the need for the limitation?
    2. Which departments belong to the same calendar?
    3. Clear names for the reservation calendars
    4. For the limitation to be fully effective, the feature should apply to all departments.

Example

  1. If the items of one department should be hidden from other users, create two reservation calendars:
    1. Reservation Calendar 1: Audio (Contains the restricted department “Audio”)
    2. Reservation Calendar 2: General Calendar (Contains all other departments in the organization, such as “IT”, “Administration”, “Student laptops”.)
  2. Users who have access to multiple departments — and therefore multiple reservation calendars — can choose which calendar the reservation is added to when creating it.

Creating a Reservation Calendar

  1. Send a creation request to Trail support: support@trail.fi
  2. In your message, specify:
    1. The names of the reservation calendars
    2. Which departments should be linked to each calendar
  3. Trail will create the reservation calendars.
  4. After creation, you can edit the departments included in each calendar on the page: Admin - Departments
  5. Please note that previously created reservations are not automatically assigned to reservation calendars. The information can be updated in the reservation details.

Creating a Reservation (3 Example Scenarios)

Once the reservation calendars have been created, a new field called Calendar will appear on the new reservation form. Below are three typical scenarios showing how the calendar selection works.

Scenario 1: The user has access to only one reservation calendar

The reservation is automatically linked to that calendar. The user does not need to make a selection. The created reservation details will show which calendar it belongs to.

Scenario 2: The user has access to multiple reservation calendars

When creating the reservation, the user must select which calendar the reservation will be added to. The selection determines who can see the reservation.

Scenario 3: The department is not linked to any reservation calendar

If a user only has access to a department that has not been linked to any reservation calendar (for example, “Lighting”), the reservation will be visible to all Trail users in the organization.

Viewing and Searching Reservations in the Reservation List

Reservation visibility

In the reservation list, the user only sees reservations they have access to based on reservation calendars and the departments linked to them.

Searching by reservation calendar

If a user has access to multiple reservation calendars, they can search for reservations by typing the reservation calendar name into the search field. The free-text search filters reservations based on the selected calendar.