A calendar reservation lets you reserve a device, or Spot, for a specific period. First check existing reservations and whether the device is suitable for your use. Available time in the calendar does not indicate that the device is in working order.

Before making a reservation

You need access to the Spot you want to reserve and permission to create reservations. The browser checks your permission to create reservations; on Android and iOS, saving requires permission to create messages for the Spot. Being able to see reservations therefore does not guarantee permission to save them. If permissions prevent you from saving, ask your administrator to check your permissions.

You select one Spot in the creation form. If you need several devices, create a separate reservation for each and check availability for all of them. A reservation site is, for example, a construction site associated with the reservation; it is separate from the Spot being reserved. The reservation site is optional, but any site you select must be in use.

Find an available time in the browser

  1. Open Reservations → Reservations from the main menu. The page has the tabs Reservations calendar, Reservations list and Available targets.
  2. Open Available targets. Use Choose month and year and Select folder at the top, then press Search. Both selections are required. The search covers Spots in the selected folder and its subfolders, within the limits of your permissions.
  3. Check Available time periods of the month on the Spot's row. A day is marked as reserved even when a reservation covers only part of that day. There may therefore be available time within the same day.
  4. Click a reserved day's marker to open the reservation. If the day has several reservations, select a reservation and press View reservation details. Check the exact start and end times.

The monthly view also includes reservations that start in the previous month or end in the next month, as well as reservations with the Completed status. You can also view times in Reservations calendar or open a reservation from Reservations list. Check the current filters if you cannot find a reservation you expect to see.

An important limitation of the mobile calendar

Android and iOS have two separate ways to access the calendar. The calendar button in the general Reservations view searches for reservations within a time period. The calendar button in the Reservations view opened from a Spot's details retrieves that Spot's reservations differently.

An empty day in the general mobile calendar does not prove that a Spot is available. The search returns only reservations that start on or after the beginning of the search period and end on or before its end. A reservation that extends partly outside the period may be omitted. For example, a search for 1–31 October omits a reservation for 30 September–2 October, even though the Spot is reserved at the beginning of October.

By default, the general calendar filters reservations to active ones, and other search filters and permissions also affect the results. Also check availability in the Spot's own reservation list, including completed reservations, or on the browser's Available targets tab. Open the reservation to check its exact times; do not assume that you can save a reservation based solely on a calendar marker.

Create a reservation in the browser

Press Create new reservation at the top of the Reservations page. On the Available targets tab, you can also press the plus icon on the Spot's row to preselect that Spot. Clicking an available day's marker also prefills the start date.

  1. Enter Reservation name and select the Spot to reserve. The name is required and can contain up to 50 characters. Add an Explanation if needed, up to 300 characters.
  2. Select a Reservation site if needed. Check that the site matches the purpose of the reservation.
  3. Fill in Reservation start time and Reservation end time, including their hour and minute fields. The end time must be later than the start time. The maximum reservation duration is 10 years.
  4. Check Status. A new reservation defaults to Active. Completed refers to the reservation's status; it does not indicate the Spot's working condition or release the reserved time.
  5. Fill in Contact name, Contact phone and Contact email if needed. These fields are optional; any email address you enter must be valid. The contact person is separate from the reservation's Made by information, which is saved from the logged-in user.
  6. Check Billable and Billing comments. Billable is selected by default. It determines whether the reservation is included in reservation cost calculations; it does not change the reserved time. Clear the selection if the reservation should not be billed. Pricing setup is described in Reservation costs and billing.
  7. Save using the Create new reservation button at the bottom of the form.

A whole day or exact times?

The browser's Whole day option clears and locks the time fields. When the start and end dates are the same, the saved time is 00:00–23:59:59.

For a reservation spanning several days, use exact times in the browser. For a Whole day reservation with different start and end dates, the end time is not automatically moved to the final moment of the end date, even though the calendar may display it through the end of that day. Enter your intended start and end times yourself without selecting Whole day, and check the saved times in the reservation details.

The mobile full day option on Android and Full Day option on iOS set the start time to the beginning of the start date and the end time to the end of the end date. However, a full-day reservation created on mobile may later appear as specific times, so always check the saved dates and times.

Create a reservation on Android or iOS

Open Reservations from the details of the Spot you want to reserve. On Android, press the Add button with a plus icon at the bottom of the view. On iOS, press the ADD button with a plus icon. When you start from a Spot, that Spot is preselected. The calendar icon in the same reservation view opens the Spot's own calendar.

In the creation form, enter the reservation name, start and end dates, and times if needed. The Android date fields are Date from and Date to, and the time fields are Time from and Time to. Select a reservation site if needed and add a description and contact details. Save using the Create Reservation button on Android or the CREATE RESERVATION button on iOS at the bottom of the form.

If the Android time fields are locked when you want to enter exact times, turn full day on and then off. Then enter the dates and times again, as clearing the selection clears them.

On Android and iOS, a new reservation is saved as active. The mobile creation forms do not have the browser's Billable and Billing comments options: a new reservation receives the billable setting by default. Check and change the billing details in the browser if needed.

If saving is blocked

The same Spot cannot be in two reservations that overlap in time. The check also includes reservations with the Completed status and reservations missing from the current calendar view. Consecutive reservations with specific times may meet at the same instant: for example, 09:00–10:00 and 10:00–11:00 do not overlap.

Check the reservations for the indicated Spot and their exact times, including completed reservations. Adjust the new time period or handle the earlier reservation according to Changing or deleting a reservation. Simply changing the status to Completed does not remove the overlap. Also check the required information, the order of the times, the maximum duration, permissions and whether the selected reservation site is in use.

Verify the saved result

Open the saved reservation from Reservations list in the browser or from the Open tab in the Spot's Reservations view on mobile. If you selected the Completed status in the browser, find the reservation using the filter for that status. Check the name, Spot, start and end times, status and reservation site. Check whether it is billable in the browser.

A reservation saves the time period and related information; it does not change the Spot's own status or record delivery of products to the reservation site. Product transfers and returns are handled separately. See Reservation sites and product returns.