Creating and Using Reservations
Cheqroom's reservation system allows you to secure the equipment you need, exactly when you need it. Follow these steps to find the right tools, specify your desired timeframe, and lock in your booking.
1 - Reserving From an Item
Cheqroom offers multiple ways to find and reserve specific equipment:
Search bar: Quickly find equipment by name using the search bar at the top of the page or within the Items section.
Barcode: Use your smartphone camera or a barcode scanner to add equipment to your Reservation effortlessly.
Browse by Category: If you can't recall the exact name, browse equipment in the Items section by category or other filters.
NOTE: Find the Items section by logging into your Cheqroom workspace and clicking on Items in the left-hand menu.
Once you've identified the equipment you need, follow these steps to secure your Reservation:
Click on the equipment.
Click Reserve on the top-right. Select the User (likely you) and adjust the location if necessary.
Click Go to Reservation to start creating the Reservation.
Choose the date and time range for which you need the equipment.
Fill in the required fields (marked with a red *).
Click Add Items or Kits to add additional equipment.
When done, click Reserve on the top-right.
2 - Reserving From the Quick Action Button
You can also initiate a reservation using the Quick Action button:
Click the Quick Action button near the search bar and select Reservation.
Adjust the pre-filled location if necessary.
Specify the date and time range for the equipment.
Click Add Items or Kits to find and add equipment.
To add them to your Reservation, check the box next to each item's name.
Fill in the required fields (marked with a red *).
Click Reserve to complete your Reservation.
3 - Reserving From the Reservations Section
To create a reservation directly from the Reservations section:
Click on Reservations in the left-hand menu.
Click New Reservation in the top-right corner.
Adjust the location if necessary.
Choose the date and time range for the equipment.
Click Add Items or Kits to find and add equipment.
To add them to your Reservation, check the box next to each item's name.
Fill in the required fields (marked with a red *).
Click Reserve to finalize your Reservation.
NOTE: Review your reservation details for accuracy before finalizing.
Managing Reservations
Once a reservation is created, you have access to various tools to manage it effectively, provided you have the correct permissions.
You can read more on our How to Manage User Roles and Permissions guide.
Viewing and Editing Reservations
To view and edit Reservations:
Click on Reservations in the left-hand menu.
Filter Reservations by status using the dropdown menu below the search bar.
Click on the Reservation you wish to view or edit.
To edit, click Edit in the top-right.
Just keep in mind that once you click to edit, the original Reservation will be undone and become a draft again.
Draft Reservations
Cheqroom automatically saves unfinished Reservations as drafts, which is helpful if you need to pause creating a reservation and return to it later. Drafts can be found by clicking on Reservations and then selecting draft from the status list on the left side of the Search Field.
NOTE: Items added to draft Reservations are still available for others to reserve or check out. This means the equipment you planned to reserve might not be available when you return to your draft.
Changing Statuses
Reservations progress through various statuses throughout their lifecycle. You can modify the status depending on your needs. Here's a breakdown of common reservation statuses and how they might be changed.
Draft: This status indicates you haven't finalized the Reservation yet. You can edit or delete it entirely.
Booked: The equipment is reserved for your chosen dates and times. No one else can book it during this period.
Converted: This means your Reservation has transitioned to a check-out. The equipment has been physically borrowed and is currently in use.
Overdue: The equipment was booked for a specific period, and this status indicates it's overdue for check-out.
Closed (Optional): This status (enabled through settings) allows you to mark a reservation as complete without converting it to a check-out (useful for equipment that stays in-house).
To disable Closed Reservations:
Click on Settings in the left-hand menu.
Click on Add-ons.
Next, click Settings in the Reservation section.
Toggle off the Closing Reservations option.
Click Save on the top-right.
Cancelled: If the Reservation is no longer needed, you can cancel it here.
Notifications
Cheqroom offers the functionality to receive notifications regarding reservation updates or reminders. You can manage these notification preferences within your account settings.
You can read more on our How To Manage Notifications guide.
Auto-cleanup
Be mindful of auto-cleanup settings within Cheqroom's add-ons. These settings can automatically delete or archive draft Reservations or check-outs after a set period of inactivity. To manage auto-cleanup settings:
Go to your Settings and choose Add-ons.
Locate the Reservation and/or Check-out section and click Settings.
Within the Auto clean-up section, you can define timeframes for:
Canceling overdue or past Reservations.
Closing overdue or past Reservations.
Archiving completed or canceled Reservations.
Deleting draft Reservations.
Remember to click Save after making any adjustments.
Understanding how to manage Reservations ensures your Cheqroom workspace stays organized and reflects your current equipment needs. This will allow you to find the needed equipment quickly and efficiently, keeping your projects on track.