Blog updated for new UI
Reservations are now considerably richer and more robust in our asset tracking software. With support for new workflows and insights, make clash-free and conflict-free reservations by easily resolving potential scheduling clashes. In addition to this, reserve a certain quantity of inventory stock items at a particular location and date.
Reservation via Item’s detail Page: You can reserve an item from its detail page (see image below). Click ‘Reserve’ and an overlay will appear. Mention the reservation period and for whom the reservation will take place. You can also add a note to a reservation which can be viewed under the reservations tab.
Add New Users and Locations On Reservation: If you move items between new custodians and locations often, adding that information on the fly can take a fair amount of time.
You can use EZOfficeInventory to add a new User and Location when reserving an item (see image above). Upon clicking ‘Add’ on the Reservation form, a dialog box will pop up, prompting you to create a new User or Location for that reservation. This makes it easy to add details when you’re planning equipment movement for the future – especially when you’re dealing with elements that don’t already exist on the system.
You can add new Users and Locations while reserving items in the following ways:
- Item Reservation (from the Item Details page)
- Mass Reservation (From the Item Listings page)
- Cart Reservation (from the Cart Details page)
Note: To add new Locations, the ‘Ask on Checkout’ option must be enabled in Settings → Company Settings → Locations.
Mass Reservation: Multiple items (assets only) can be reserved in one go (see image below).
However, an error message will show up if the items have any conflict with other reservations. Enable conflict free reservations from Settings → Company Settings → Reservations.
Items’ reservation via Cart: You can also add multiple items to a cart and then reserve it. This comes into play if the ‘Cart Module’ is enabled from Settings → Add Ons.
Select relevant items and click ‘Add to Cart’. You can now go the Cart and click ‘Reserve’ to reserve the cart.
Reserved cart items can now be edited on the fly. Items can be removed or added, giving businesses more control over their equipment management. Say you reserved items for a CES exhibition but underestimated the number of VR headgear you’d need. With the latest enhancement, last minute reservations to a cart are nothing to fret over.
Reservations tab within the Asset Detail Page: While reserving an asset, easily view its availability schedule i.e. other reservations and current checkouts. With this information, one may choose a suitable date for a reservation and avoid conflicts. Notice in the screen below, how the Reservation Tab on the Asset Detail page provides this info in a nifty view.
You may also take appropriate actions from within this view to schedule a new reservation without any time clashes, as shown in the following screen.
If multiple reservations result in clashes at checkout time, you may override them as an administrator. A staff user can only do so for his/her own reservation (if this asset is visible to this staff user as per company settings). Alternatively, one could choose a different check out date and hence avoid any scheduling conflicts.
The top level reservations page (which can be accessed from the bell icon) has also been enhanced to give you quick access to reservations for all the items and carts (see in the screen below). Moreover, as an admin you may review reservations made by all members and take necessary actions. However, as a staff user, you may only review your own reservations and take actions on them. A historical record of past reservations is also available under the “Fulfilled Reservations” Tab.
In the above screen, the third reservation appears in red. That is because the quantity reserved is not available at the time of new sale at that location. You can find out what other color dates/stock quantity means from the help section on the reservations page.
An admin may edit the quantity and location for a reservation at any time and remedy such situations. (as seen in the screen below).
Staying on top of Reservations
Always stay updated on reservations with the Dashboard Calendar. You can toggle for actionable metrics between the ‘Items’ and ‘Carts’ widgets.
Capture Signatures on Reservations
Add an extra layer of security to asset tracking by recording signatures with reservations and reservation approvals from Settings -> Add Ons -> Capture Signatures. This enables a user to sign whenever he/she makes a reservation on an item or when an admin approves a reservation (if arbitration on reservation is enabled)