Bookings

A booking holds something for a window of time — a generator on hire to a customer, a bay for a crew, a technician on secondment — and says who, if anyone, is charged for it. Open the register from Assets → Bookings.

If you don’t see this in your navigation, your administrator can switch the module on under Administration → Modules, or it may not be included in your plan.

The bookings register, listing bookings with their kind, window, payer, estimate, accrued charges and status

What a booking can hold

What	How it is held	Notes
An asset	Exclusively — only assets free over the window are offered	Also bookable from the asset’s own Bookings tab, and in bulk from the register
A tool	Exclusively	Raised the same way as a work order’s tool booking, so calibration and condition are checked the same way
A place	Exclusively	A bookable room, bay or yard
A person	Not exclusively	Somebody can be committed twice; the capacity plan reports it rather than refusing
Some parts	Claimed against stock, not a timeline	The stock stays on the shelf and stops counting as available. Nothing is charged until it is handed over

Kinds of booking

Every booking has a kind, which decides what it may hold, who it may be charged to, and how much setting-up time is kept free before and after. A new organisation starts with these defaults, which your administrator can change under Configuring bookings:

Kind	For	Notes
Tool booking	Reserving a tool	Needed by the product to book tools for work orders
Equipment hire	Taking an asset out internally	30 minutes kept free either side
Room booking	A place for an afternoon	Not handed over — nothing to issue
Hire to customer	Hiring an asset to somebody outside	An hour before and two hours after kept free for preparation and checking
Person booked	Booking a person’s time	Not handed over

The register

The header

Item	What it means
Export	Downloads the list as shown, for people with Export bookings and the charge ledger
Rate cards	Opens the rate cards that price bookings. See Configuring bookings
New booking	Opens the New booking form
Live	Bookings currently running
Out past its hour	Things that should have come back and have not
Charges nobody could price	Charges banked with no amount because no rate card matched

When anything is out past its hour, a Still out panel lists it with when it was due back, and Extend or Receive beside each. When charges could not be priced, a panel lists them with Fix the rate cards. A charge with no rate is banked with no amount rather than nought, so it cannot be mistaken for something priced at zero.

Filters

Control	What it does
List / Availability	Switches between the register and the availability calendar
Mine / Everybody’s	Only the bookings you raised, or everybody’s
Number or title	Searches
Running between	The days the list covers — bookings running on or after, and on or before, the dates you choose
Views, Filter, Columns	As on any list. The status filter offers the statuses below

Columns

Column	What it means
Booking	The number and title. Click to open
Kind	The kind of booking
When / Until	The window
Holds	How many things are on it, or nothing yet
Booked for	Who it is for
Charged to	Who pays, or not recharged
Estimate	What the whole window is expected to cost
Accrued	What has actually been charged so far
Status	Where it is — see below
Actions	The next steps the booking allows — Add, Confirm, Issue, Extend, Receive, Settle, Release
Raised by, Purpose, Billing cycle, Site, Projects and tasks	Available from Columns

Status

Status	Meaning
Awaiting approval	Raised where an approval workflow is published for bookings
Booked	Raised where no approval applies, or cleared approval
Confirmed	Confirmed and ready to go out
Out	Handed over — the asset or parts are in somebody’s hands
Back	Returned, not yet settled
Settled	Closed and charged
Released	Cancelled, with a reason
Never collected	Nobody turned up for it

Whether a booking needs approving is a published workflow rather than a setting on the kind, so the workflow can name who approves. Confirm runs that workflow if one is published. A booking cannot be confirmed with nothing on it.

Raising a booking

New booking on the register, Book it on an asset’s Bookings tab, Book on the asset register’s bulk bar, or a selection on the availability calendar, all open the same form.

Field	What it means	Notes
Kind	The kind of booking	Required. Decides what can go on it and who it can be charged to. Not asked when your organisation has only one kind
What it is for	A title — “Standby generator to Meridian, east yard”	Required
Booked for	Who the booking is for	Shown only for kinds where people book for one another. Their cost centre decides where it is charged when nobody chooses below
From / Until	The window, as a date and a time	Required. It has to end after it starts
Purpose	Why	Optional. So the utilisation figures mean something
Site	Which site it belongs to	Optional. Decides who can see the booking
What is being held	An asset, A tool, Some parts, A place or A person, then which one (and How many for parts)	Only what is free over the window is offered, filtered by category if you choose one. Add as many as the kind allows; the form says what the kind still wants
Charge to	Nobody — internal, not recharged, A cost centre, A department, A business unit, A project or A customer	Required. Only the payers the kind allows are offered. A booking charged to nobody accrues nothing — unless the person it is for belongs to a cost centre that names a project and task
Which one	The particular payer	Shown when the payer needs choosing
Projects and tasks	One or more projects and their tasks	Shown when charging to a project. The booking is split equally across them
Billed	Every day, Every week, Every month, Once, when it comes back	Shown for chargeable bookings. Leave it as As each rate card says unless the whole hire was agreed on one rhythm

Raise it creates the booking and everything it holds together. If one line clashes, nothing is held at all — you never end up with half a booking. More can be added later with Add (on the register) or Hold something (on the booking).

The New booking form raised from an asset, with the asset already on it

Inside a booking

A hire-to-customer booking, with its window, what it holds, the deposit and the charge ledger

The header shows the number, title, status, kind and the actions the booking allows, then Estimate, Accrued, Holds and any Unpriced charges.

Section	What it shows
The booking	The window, when it ends, site, who it is for, who raised it, who it is charged to, how it is Billed, the purpose, and when it was Issued, came Back and was Settled
What it holds	Each line: What, Kind, when it is Held until, How many (and how many handed over), Turnaround (minutes kept free before and after), Status and Purpose. Add holds something more
Projects and tasks	For a booking charged to projects: each project, task, cost centre, share and accrued amount
The money	Any deposit held, then the ledger of every charge — What, Rate, Amount, Paid to and When

Actions

Action	What it does	Permission
Confirm	Confirms a booked or awaiting-approval booking, running the approval workflow if one is published	Amend, approve and cancel bookings
Issue	Hand it over — gives an asset or a quantity of parts to a named person. Who is taking it is required even when an administrator collects on somebody’s behalf, because custody has to name somebody. A hire billed on the meter asks for the Meter reading and cannot go out unread	Issue and receive back what is booked
Receive	Take it back — records the closing Meter reading where one applies, how many parts came back unused (their charge is reversed), and It came back damaged with What is wrong with it, which raises a corrective work order against the asset. Tools are taken back on the tool screen	Issue and receive back what is booked
Extend	Keep it longer — Keep it until a later date, with a Why. It only ever moves the end later; anything already booked on the extra days is refused, and you are told who has it. The extra days accrue on the same rate card	Amend, approve and cancel bookings
Settle	Closes a returned booking	Amend, approve and cancel bookings
Release	Cancels it, with a reason. Short notice may carry a fee — releasing is still better than a booking nobody uses	Amend, approve and cancel bookings

Deposits and charges

Hold a deposit records an Amount held against the booking. A deposit is not a charge and does not appear on the ledger: Give it back returns it with nothing recorded, and Keep it (with Why it is being kept) turns it into a charge. Handling deposits needs Hold, return and keep hire deposits. Every other charge appears on the ledger, priced from the rate cards. A reservation that is merely held costs nothing and has no entries until something is spent.

What is free — the availability calendar

Availability answers the question the list cannot: what is free, and when.

The availability calendar, showing asset categories against the days of the month

Choose Assets, Tools, Places or People, then narrow to one category if you like. Rows are classes of thing — an asset category, a tool type, a place, a role — with what is in each underneath, so a fleet of two hundred still opens on a readable grid. Each cell is a day; a place booked for part of a day shows as partly free. Move between months, or This month to come back. Drag across the days you need and book straight from the selection — the booking and what it holds are raised together. The calendar exports to the same formats as the list.

On an asset

An asset’s Bookings tab lists every booking line ever held against it — not just upcoming ones, because a finished hire is what a utilisation figure is made from — with Book it and What is free. See inside an asset.

Who can do what

Permission	What it allows
View bookings and the availability calendar	See the register, bookings and the calendar
Raise bookings	Create bookings
Amend, approve and cancel bookings	Confirm, extend, settle and release
Issue and receive back what is booked	Hand things over and take them back
Export bookings and the charge ledger	Export
Hold, return and keep hire deposits	Manage deposits

Configuring bookings

What your organisation books at all, what each kind of booking may hold and be charged to, and rate cards.

Get started

Work

Maintenance

Assets

Sites

Inventory

Procurement

Workforce

Vendors and contracts

Finance

Property

Gatehouse

Analytics

Knowledge base

The field app

Release notes

What a booking can hold

Kinds of booking