> ## Documentation Index > Fetch the complete documentation index at: https://docs.assetinfinity.ai/llms.txt > Use this file to discover all available pages before exploring further. # Bookings > Reserving an asset, a tool, a place, a person or parts for a window, handing it over and taking it back, and saying who pays for it. 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 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](/work/capacity) 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](/config/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](/config/bookings) | | **New booking** | Opens the [New booking form](#raising-a-booking) | | **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](#what-is-free--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](/get-started/navigating). 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](/config/workflows) 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. The New booking form The New booking 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 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 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 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](/assets/detail#bookings). ## 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 | What your organisation books at all, what each kind of booking may hold and be charged to, and rate cards. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.