Reservations: Use & Administration

The information and instructions on this page are written for community media center staff and administrators.

End User

The reason someone uses the Reservations module is to make a reservation for an item, whether that be a single item (resource) or an item type for which there is greater than one item (bucket), for use at some specified date and time duration in the future.

Make a Reservation

The process to make a reservation involves completing a form which creates a new reservation content type.

To make a reservation go to . . ./node/add/reservations-reservation

By default the reservation content type has form fields for the following:

• Reserve for
• Title
• Reservation Dates, including Start Date, Start Time, End Date
• Select items to reserve
• Status

The 'Reserve for' field will by default be auto-completed with the username for the user logged in.

The 'Title' field is best set in the content type configuration using tokens to be an auto-fill Title with the username and date the reservation is made. (auto_nodetitle)

The 'Reservations Dates' fields selected should be for dates and times when the facility is open. Hours of operation and holiday schedules are set in the initial configuration.

By default, 'Select items to reserve' section exposes three select items. Additional items may be selected by clicking on the 'Add more items' button.

The Status field has 7 radio buttons to indicate the Reservation status options:

• Unconfirmed
• Confirmed
• Checked out
• Checked in
• Cancelled
• Denied
• No Show

'Unconfirmed' is the default status. The reservations configuration allows the administrator to change the default status to 'Confirmed' or 'Checked out'. Changing it to 'Confirmed' would be done if administrators want the user to bypass any kind of approval process.

Reservation Conflicts

When a user submits a reservation form there is the possibility that the same item or items selected have already been reserved, in which case a Conflict Grid is returned in the browser.

The Conflict Grid shows in red which times are already blocked out for specific items. The user can then make new time or date choices and re-submit the form.

In addition to conflicts due to already reserved items, users will experience conflicts and receive notification messages when:

• Times are outside of hours of operation
• Date requests are too far into the future
• The facility is closed

Staff User

Make a Reservation for a User

Confirm a Reservation

Monitor Upcoming Reservation Status

Check out & Check in Reserved items

Administrator

Administer Reservations

Current Inventory

List Reservable Content Types with the number On Hand, Checked Out, Temporarily Unavailable

List Reservations

List Upcoming, Incoming, Unconfirmed, and Overdue Reservations