Asset booking helps users book and loan company-owned assets from a centralized location. This process also helps admins stay updated on the availability of loanable assets in their organization as well as know when, where, and to whom the assets are allocated.
Each organization, regardless of its size, has lots of assets that are frequently loaned by the end users. These assets, whether laptops, tablets, or specialized equipment, are typically registered in an asset registry book. However, a common challenge arises when employees seek to borrow these assets – the absence of a systematic approach to identify their availability in real time. This is where Asset Booking comes in and introduces a systematic approach to streamline asset booking by allowing end users to book assets for a set duration, reschedule/cancel bookings, check assets out, extend and check the assets back in when the booking schedule is completed. Asset Booking can be accessed from Assets > Assets Booking and Loan.
Quick Links
Under Assets > Assets Booking and Loan > Booking Settings, you can enable Asset Booking by enabling the Booking Settings toggle and configure the various booking configurations such as the product types and their specifications, maximum booking allowed booking days, and maximum/minimum allowed days for advanced booking.
Role Required: SDAdmin.
Under this, you can choose which product type specifications must be displayed to the end users while they book. This will help them filter specifications and choose the product they want. Values from default fields and picklist additional fields added to the loanable asset list are used to list specifications.
Use the check box beside each entry in the Available Filters section to select or deselect a specification. You can preview the selected filters.
Under this, you can configure maximum days of booking allowed, and maximum/minimum allowed days for advanced booking, and interval between each booking.
Maximum days of Booking allowed: Set the maximum allowed booking period for assets.
Maximum days of Advance Booking allowed: Set how far in advance your users can book an asset.
Minimum days of Advance Booking allowed: Set the minimum days required to book an asset.
Minimum interval time: Set the time between consecutive bookings for individual assets.
Under this, you can add the various purposes for which the assets can be booked. The purposes you add here will be listed in the asset booking form.
Click New Purpose to add new ones.
Under this, you can view all the activities done in asset booking.
The following notifications are added under Notification Rules specifically for Asset Booking. You can configure these notifications to notify users with respect to Asset Booking events. You can click the customize template option against each notification to modify the notification content as per your requirement.
Notify user when they book new asset: Use this to notify users when they have made a booking.
Notify user when they reschedule their upcoming booking: Use this to notify users when they reschedule their booking.
Notify user when they cancel the asset they booked: Use this to notify users when they cancel an asset that they booked.
Notify user when the booking is under Ready for Pickup: Use this to notify users when their booking is ready to be picked up.
Notify technician when asset is not allocated to the booking: Use this to notify technicians in advance when the requested assets in a booking are unavailable due to some scenarios like the allocated assets getting moved to repaired status, etc.
End users can book assets using the Book Assets option on the self-service portal page.
To book an asset,
Click Book Assets on the self-service portal.
The asset booking form opens up. Select an asset type and enter the booking details such as the duration of the booking, purpose, and asset specifications if any. Time entries are also supported along with dates while configuring the duration of the booking.
Add comments if required. You can also book multiple assets as per asset availability. The allowed booking count for a particular asset will be shown in the booking details section. You cannot book more than the number of allowed assets.
Click Book.
Alternatively, one can book assets from My Assets widget as well by clicking on New Booking.
End users can also manage their asset bookings from the self-service portal itself.
Use edit or cancel icons against each booking to reschedule or cancel bookings respectively. Reschedule action can only be used on the entire booking and not on individual assets.
Once a booked asset is loaned, it will be listed under the Owned section. From there, users can raise any requests related to the asset by clicking Report an Issue.
Sometimes, all the assets you have booked may not be available for loan; in such case, the Admin will lend only the assets that are readily available. These assets will be marked with a partially loaned tag under the My Assets widget.
Technicians can also book assets for themselves using the +New button in the booking list view and filling up the booking details. For technicians who do not have access to the Assets module, they can book assets using New Booking under the Quick Actions menu.
Note: Technicians need Access Asset Booking permission under roles to view the asset bookings section under Assets tab.
SDAdmins and Technicians can view the asset bookings made by users from the bookings list view. Technicians need Access Asset Bookings permission to view and perform the below-mentioned actions in Asset Booking.
To view details of a booking,
Click on the booking from the list view.
The booking details page opens.
From the details page, technicians can perform the following actions:
Reschedule
In case of the booked user's request to reschedule the booking or due to other exigencies, technicians can reschedule the booking using the Reschedule option.
Email Users
Technicians can also reach out to the users via email to remind users to collect the assets or get any additional details or communicate any information to the end users.
Cancel Booking
In case of the booked user's request to cancel a booking or other exigencies, technicians can also cancel the booking.
Associate Assets
Technicians can associate the relevant assets mentioned in the booking from the booking details page.
To associate relevant assets,
Click on the edit icon against the assets in a booking.
Use the filter to list Matching Assets or Other Assets and select the relevant assets and click Associate. You can also use the Scan from barcode option to associate an asset by scanning its barcode.
Mark as Ready for Pickup
When the assets are ready for dispatch, technicians can use this option and mark a booking as ready for pickup. Additionaly, they can also notify the end users on the same by enabling the Notify users when the booking is under ready for pickup notification. This is an optional action.
Loan
Once the asset is handed over to the user, technicians can mark the booking as loaned. A loan record will be created once the technician marks the booking as loaned. The loan record will have the respective booking ID associated with it.
