Reservations, delivery and return

Manual — Assets · chapter 8 of 12

Tools, vehicles, test equipment — everything that is lent out and has to come back — can be reserved through the Reservations tab of the record, in any asset type. The reservation marks the period; the delivery and the return record who took it, when, and in what condition it came back. The tab uses the profile’s Reservations right (Planning group).

1. In the Reservations tab, the asset starts as Not reservable. Click Enable Reservations (Edit right on Reservations): the badge changes to Reservable.
2. Click New Reservation. Start and End come with today, from 08:00 to 17:00; adjust them. The screen shows the Duration. Write the reason in Notes and click Reserve.
3. When the period starts and the asset leaves, click the row’s 📤 (Record Delivery): enter who it was delivered to and the notes and click Confirm Delivery.
4. When it comes back, click the 📥 (Record Return): choose the condition — ✅ Good condition, ⚠️ Damaged, 📦 Incomplete or 📝 Other —, write the notes and click Confirm Return.

Figure 19. Reservations tab of a reservable tool: the In Use, Scheduled and Ended cards and the Reservation History — one reservation delivered and another scheduled —, with the Delivery/Return column.

1. 1Reservable badge, New Reservation and Disable.
2. 2In Use, Scheduled and Ended cards.
3. 3Status column of the reservation (In use, Upcoming, Ended).
4. 4Delivery/Return column (Not delivered, Delivered, Overdue, Returned), with the name of who received it.
5. 5Row buttons: 📤 delivery (once the reservation has started and has not been delivered yet), 📥 return (after delivery), pencil and trash can.

Status	When
Upcoming / In use / Ended	The period has not started yet / is under way / has already ended.
Not delivered	The reservation exists, but the delivery has not been recorded. The 📤 only appears when the period has already started.
Delivered	Delivery recorded and the end of the reservation has not passed yet.
Overdue	Delivered, the end of the reservation has passed and the return has not been recorded — the row turns reddish.
Returned	Return recorded, with the condition.

System rule

Two reservations of the same asset cannot overlap: H2O refuses with Já existe uma reserva para este item no período. (or O novo período conflita com outra reserva., when changing) — these messages are shown in Portuguese. An ended reservation can no longer be edited; the trash can (Delete this reservation?) removes any of them.

Tip

The Planning › Reservations menu item shows the reservations of all items in a monthly calendar, the list of reservable items and the pending and overdue returns. Disable removes the asset from the list of reservable items and hides the tab’s history; the reservations already made are not deleted and show up again if you enable it again.