A reservation site brings together, for example, Spot reservations associated with a construction site and product reservations for products transferred there from a warehouse. A Spot's calendar reservation and product stock movements are handled separately. Give the site a name that users can distinguish from other sites in use at the same time.
Required permissions
Viewing, creating, editing and deleting a site require the corresponding permissions. Tracking and returning products also require an enabled warehouse feature and the necessary warehouse permissions. To return products, you need permission to view product reservations and perform warehouse transfers, as well as access to the receiving warehouse, which must be in use. The product being returned must be in use.
Create a site or edit its details in the browser
- From the main menu, open Reservations → Reservation sites. Select Create new reservation site. To open the form for an existing site, click its name or the pencil icon on its row in the list.
- Fill in the required Name and select a Status. Select In use when the site is needed for Spot reservations. Name uniqueness is not checked, so use a clearly distinguishable name.
- Fill in the Description and address details if needed. The Owner field is used to select a manager user; it is not a free-text contact details field. identifier 1 and Identifier 2 are optional identification fields where you can enter the site identifiers used by your organisation.
- Check the form's Calculate Only Weekdays option according to the calculation rule described below. This option is off by default on the form for a new site.
- Save a new site using the form's Create new reservation site button, or save changes using Save. Reopen the site and check the saved details.
Creating a site does not create Spot reservations or transfer products. Associate the site with the required reservation or product transfer separately. See reserving a Spot and reserving and returning products.
What does Calculate Only Weekdays mean?
When this option is on for the site, Saturdays and Sundays are excluded from reservation cost calculations. This setting does not exclude public holidays that fall from Monday to Friday.
When this option is off for the site, the calculation uses the product's own weekday option or the corresponding setting for the Spot's reservation cost. Turning the site's option off therefore does not force weekends to be counted. Calendar days are counted only if neither applicable setting restricts the calculation to weekdays.
The site's setting is determined at the time the reservation is created. Changing and saving the setting affects new reservations; existing reservations use the site's previous setting. The edit form asks you to confirm the setting change. A continuation reservation created by a partial return is a new reservation and uses the site's setting at the time it is created.
The days for a product reservation are counted over the period shared by the selected calculation period and the reservation, including the start and end dates. For example, a product reservation from Friday to Monday includes four calendar days but two counted days if the weekday restriction applies and the calculation period covers the entire reservation. A Spot's hourly cost is calculated separately. For the other pricing principles, see reservation costs and billing.
Track the site's products
In the browser, open Reservations → Reservations → Product billing → Products at reservations. Filter the list to the correct site using the search field in the Reservation site column. Check the product number, product name, Pieces, Start date and End date. The list also includes ended product reservations: Pieces shows the quantity reserved on that reservation row, rather than directly showing the site's current total quantity.
On Android, open Sites / Projects from the main menu, select the site and open Products in its details. On iOS, open Todo → Sites / Projects, select the site and open Products. The Spots option in the site's details on iOS opens the site's Spot reservations separately.
The mobile product list shows product reservations that have no end time or whose end time is in the future. It is not a history view of all returns. A return row already recorded for a future time appears locked and cannot be returned again. In this case, check the row's end time; the mobile notification says that the products have been scheduled for transfer in the future.
Record a return and check the remaining quantity
In the browser, open the return form from Manage warehouses → Warehouses → Warehouse events → Transfer → Return to warehouse. Select the reservation site for the return and the correct product reservation row. Check the receiving Warehouse and Warehouse slot, enter the Returning amount and check the Transfer date. The date and time default to the current time. Return products on the row saves that return; each row being returned is handled separately.
On Android and iOS, open the return form using the edit icon on a product row in the site's Products list. Select the receiving warehouse and warehouse slot, and the quantity and time for the return. The detailed workflow is described in reserving and returning products.
Record only the quantity that has physically been returned. The browser form accepts a positive quantity up to the quantity reserved on the row. The return time must not precede the start of the reservation; in the browser's calendar picker, the earliest selectable day is the day after the reservation's start date. Check the receiving location even when the goods are returned to a different location from the one they left.
A return records a warehouse event, increases the stock balance of the receiving warehouse slot, reduces the project warehouse's stock balance and records the returned quantity and end time on the product reservation being processed. A partial return ends the original row and creates a new reservation for the quantity that has not been returned, starting at the return time.
For example, returning 4 pieces from a reservation of 10 pieces leaves a new reservation row of 6 pieces at the site. The original row of 10 pieces remains as an ended reservation. Do not add the quantities on the old and new rows together to calculate the current quantity at the site.
Refresh the product list after the return. Check the end time and any continuation row. Also check the returned quantity and receiving location on the browser's Warehouse events tab, and the receiving location's stock balance on the Warehouse balances tab on the same Warehouses page. After a full return, no new open reservation from that row remains at the site.
Stop using a site or delete it
When you stop using a site, handle Spot reservations and product returns separately. Open the site's edit form, change Status to Not in use and save. This preserves the site's details and does not return products or end Spot reservations.
The status change is blocked if the site has Spot reservations with an active status. Simply passing the reservation's end time is not enough: a reservation whose time period has ended may still have an active status. Check and handle the reservation's status as described in editing a reservation. A site that is Not in use is not accepted as the site for a Spot reservation. You can later change the site back to In use.
Deletion is a separate action: open it using the trash icon on the site's row in the Reservation sites list and confirm it separately. The existence of product reservations prevents the site from being deleted even when all products have already been returned. To stop using such a site, use the Not in use status and retain the reservation history.