Reservations

Module Overview

The Reservations module provides a simple and clear system for managing company property reservations. It allows for the recording and management of reservations for rooms, equipment, vehicles, and other company resources. The system provides a user-friendly calendar view with the possibility of detailed settings for access rights and automatic notifications.

Key Features

• Creating and managing reservation objects (rooms, vehicles, equipment)
• Calendar and list views of reservations
• Three levels of user permissions (view, reservation, management)
• Real-time reservation conflict detection
• Recurring reservations with the option to set days of the week
• Intersection calendar for viewing multiple objects simultaneously
• Hierarchical sorting of objects into categories
• E-mail notifications for new and changed reservations
• Data export to Excel and PDF
• Color differentiation of objects in the calendar

Target Audience

The module is intended for:

• Regular users who need to reserve company resources
• Object managers with the authority to manage reservations and cancel others' reservations
• System administrators for configuring reservation objects and permissions

Settings and Configuration

Reservation Object Settings

Administrators can create and configure reservation objects through the Settings menu at the top of the reservations screen. Each object can be set up in detail according to the specific requirements of the organization.

Basic Object Parameters

Object Name - A descriptive name displayed in the calendar and lists (e.g., "Meeting Room A", "Company Car Škoda Octavia", "Projector").

Parent Name - An optional category for hierarchical sorting of objects. Objects with the same parent name are grouped under one category in the top panel (e.g., "Meeting Rooms", "Company Vehicles", "Technical Equipment"). Objects without a parent name will be displayed in the "Uncategorized" category.

Capacity - Determines how many simultaneous reservations are possible for a given object. The default value is 1 (the object can only be reserved by one person at a time). A higher value allows for multiple simultaneous reservations, which is suitable for parking lots or shared equipment, for example.

Minimum Reservation Time - Determines the shortest possible reservation time in hours. This serves to ensure that reservations are created in reasonable time blocks.

Reservation From (hour) and Reservation To (hour) - The time range during which the object can be reserved. For example, for a meeting room, you can set the range 7:00 - 20:00 so that it is only available during working hours.

Description/Note - Informational text displayed to users when creating a reservation. You can include instructions for using the object, technical parameters, or other important information here.

Color Differentiation

Calendar Text Color and Calendar Background Color - Settings for colors used to display reservations in the calendar. Each object can have its own color combination for easy visual identification. Colors are entered in hexadecimal format (e.g., #FF5733 for orange).

Show note before/after user name - Determines the order in which information is displayed in the calendar. You can choose whether the reservation note should appear before the user's name or after it.

Intersection Calendar

Include in the intersection calendar - Activating this option means that reservations for this object will be displayed in the "All" intersection calendar, which allows you to monitor all included objects simultaneously in one clear view.

User Permissions

The system offers three levels of permissions that can be set for each reservation object separately. For each level, you can choose either "All users" or select specific users from the list.

View Permission

Users with view permission can browse reservations for the given object in the calendar and lists, but they cannot create their own reservations or edit existing ones. This permission is suitable for informational purposes, for example, when employees need to see when a room is occupied but cannot reserve it themselves.

Reservation Permission

Users with reservation permission can:

• Create new object reservations
• Edit their own reservations
• Cancel their own reservations
• View other users' reservations

This is the standard permission for regular users who need to reserve an object for their own use.

Right to Cancel Others' Reservations

Users with the right to cancel others' reservations have full management over the object and can:

• Edit any reservations regardless of who created them
• Cancel any reservations
• Delete entire series of recurring reservations
• Manage the object as administrators

This permission is intended for object administrators or managers who need to coordinate the use of a given resource.

E-mail Notification

For each reservation object, you can set a list of users who will be automatically informed by e-mail about every new or modified reservation. This feature is useful for object managers, assistants, or supervisors who need to keep track of the resource's usage.

The notification e-mail contains:

• Information about the event type (new reservation created or existing one modified)
• Object name
• Name of the user who created the reservation
• Date and time from-to
• Reservation note

Intersection Calendar (All)

The intersection calendar is a special view that allows you to track reservations for multiple objects simultaneously in one calendar. This feature is useful for a comprehensive overview of the utilization of all reservation resources.

Intersection calendar settings in the system configuration:

Activate intersection calendar - Enabling this option will display a button in the top panel to view the intersection calendar.

Intersection calendar name - You can choose a custom name for this view (default is "All" or "All-in-One").

Object selection - For each reservation object, you can check the "Include in the intersection calendar" option. Only objects with this option selected will be displayed in the intersection calendar.

Color differentiation - Each object retains its own color setting, so you can easily distinguish which reservation belongs to which object in the intersection calendar.

The intersection calendar is read-only - you cannot create reservations directly in it. If you need to create a reservation, you must switch to a specific object.

User Interface

Main Screen

The main screen of the Reservations module consists of a top navigation panel and an area for displaying the calendar or a list of reservations.

Top Navigation Panel

The top panel is used to select the object or category you want to view. The panel adapts depending on whether objects are organized into categories using a parent name.

Without Categories - If objects do not have a parent name, the panel displays all available objects directly as buttons. Clicking on an object displays its reservation calendar.

With Categories - If objects are organized into categories, the panel has two levels:

• The first level displays categories (parent names) as buttons
• Clicking on a category displays the second level with objects in that category
• If there are objects without a category, an "Uncategorized" button is displayed
• A visual arrow indicates that you are on the second level of navigation

Intersection Calendar - If activated, a button with a group icon and the name of the intersection calendar (e.g., "All") is displayed. Click to view all included objects in one calendar.

Switching Views

The system offers two types of reservation views, which you can switch between using the buttons at the top:

Calendar View - A visual representation of reservations in a calendar with the option to switch between monthly and weekly views.

List View - A tabular overview of all reservations with advanced search, sorting, and export functions.

Calendar View

The calendar view uses the FullCalendar library and provides an intuitive visual overview of reservations.

Calendar Views

Month - Displays the entire month in one overview. Reservations are shown as colored blocks with the time and user's name. This view is suitable for long-term planning and gaining a general overview.

Week - Displays a detail of one week with hourly breakdown. Reservations are shown as time blocks on a timeline, allowing you to see exactly when the object is occupied. This view is suitable for detailed planning and coordination.

Calendar Navigation

Previous - The button with the left arrow moves the view to the previous month or week, depending on the current view.

Today - The button moves the calendar to the current date.

Next - The button with the right arrow moves the view to the following month or week.

Reservation Information

Each reservation in the calendar displays:

• From-to time in HH:MM-HH:MM format
• Name of the user who created the reservation
• Reservation note (if filled in)
• Action icons (if you have editing permissions)

Tooltip (help) - When hovering over a reservation, a tooltip appears with detailed information about the reservation. It is not necessary to click on the reservation.

Action Icons

If you have permissions to edit a reservation, the following icons will appear to the right of the reservation text:

Pencil icon - Click to open the reservation editing form.

Trash can icon - Click to delete this specific reservation. The system will ask for confirmation.

Circle with a cross icon - Appears only for recurring reservations. Click to delete the entire series of recurring reservations that were created together.

Creating a Reservation from the Calendar

You can create a new reservation in two ways depending on your device type:

On a computer - Click and drag across the time range you want to reserve. After releasing the mouse, the reservation creation form will open with the pre-filled time.

On a mobile device - Click on the date or time you want to create the reservation for. A form will open with the pre-filled reservation start.

List View

The list view offers a tabular overview of all reservations with advanced data handling functions.

Table Columns

From (date) - Date and time of the reservation start in DD.MM.YYYY HH:MM format.

To (date) - Date and time of the reservation end in DD.MM.YYYY HH:MM format.

Object - Name of the reserved object.

Created by - Full name of the user who created the reservation.

Note - Reservation note (if filled in).

Action - Buttons for editing and deleting the reservation (if you have permissions).

Table Functions

Full-text search - The search field in the top right corner allows you to enter any text, and the table is immediately filtered by all columns. You can search by user name, object name, date, or note.

Sorting - By clicking on a column name, you can sort records ascending or descending. An arrow next to the column name indicates the sorting direction.

Paging - In the top left part, you can select the number of records displayed per page (10, 25, 50, 100, or all). Buttons for navigating between pages are at the bottom.

Export to Excel - The Excel button at the top of the table exports the currently displayed records (after filters and search are applied) to an Excel file that you can download.

Print - The Print button prepares the table for printing with optimized formatting.

Persistent settings - The system remembers your table settings (sorting, records per page, filter) even after logging out. The next time you log in, the table will appear with the same settings.

Basic Operations

Creating a Reservation

Creating a new reservation is a simple process that you can perform from the calendar view.

Step 1: Object Selection

In the top navigation panel, click on the object you want to reserve. Make sure you see the calendar for that specific object.

Step 2: Time Selection

On a computer - In the calendar, click on the start of the desired time and drag the mouse to the end. You can also simply click on a specific date or time.

On a mobile device - Click on the date or time you want to start the reservation.

Step 3: Filling the Form

A dialog window with a reservation creation form will open. The form contains:

Object Information Panel - In the top part, you see information about the object:

• Object name
• Capacity (how many simultaneous reservations are possible)
• Allowed reservation time range
• Object note/description with usage instructions

Form Fields:

Object - Display of the object name and capacity (for information only, cannot be changed).

Created by - Your name is automatically filled (cannot be changed).

From (date) - Reservation start date. Click to open a calendar for date selection. If you selected a time in the calendar, the field is pre-filled.

To (date) - Reservation end date. Works the same as the "From (date)" field.

Time from - Reservation start time in hours and minutes. Select from a dropdown list with 5-minute steps (00:00, 00:05, 00:10, etc.).

Time to - Reservation end time. Select from the dropdown list. The end time must be later than the start time.

Note - Optional field for a reservation note. You can state the purpose of the reservation, important information, or instructions for other users. The note will appear in the calendar and in e-mail notifications.

Repeat every - Checkboxes for days of the week (Monday to Sunday). If you want to create a recurring reservation, check the days on which the reservation should repeat. For example, by checking Monday, Wednesday, and Friday, you create a reservation that will repeat on these days.

Repeat until - The date until which the reservation should repeat. Click to open the calendar and select the end date. The system will create separate reservations for each selected day up to this date.

Step 4: Conflict Check

The system automatically checks if another reservation already exists for the specified time. The check takes place:

• Immediately upon opening the form with a pre-filled time
• With every change of date or time

If a conflict is detected, a red warning is displayed: "It is not possible to create a reservation for this time (it is in collision with another reservation)."

In such a case, adjust the reservation time so that it does not collide with an existing reservation. If the object has a capacity greater than 1, the system checks if the maximum number of simultaneous reservations has been exceeded.

Step 5: Save

Click the Save button at the bottom of the form. If everything is correct:

• The reservation is created in the database
• A confirmation message appears
• The calendar refreshes and displays the new reservation
• An e-mail notification is sent to configured users

If you have set up repetition, the system creates separate records for each selected day up to the end date. Each reservation in the series is separate, but they are linked by a common identifier for the possibility of bulk deletion.

Editing a Reservation

You can edit existing reservations if you have the appropriate permissions.

Opening a Reservation for Editing

From the calendar - Click directly on the reservation in the calendar. A form with pre-filled data will open.

From the pencil icon - If you have editing permissions, hover over the reservation and click on the pencil icon that appears on the right.

From the list - In the list view, click the edit button in the Action column.

Editing Permissions

Permissions to edit a reservation depend on your role and reservation ownership:

Own reservation with reservation right - If you created the reservation and have reservation rights, you can freely edit and delete it.

Other's reservation with reservation right - If someone else created the reservation and you only have reservation rights (not the right to cancel others' reservations), you can only view the reservation. All form fields are locked and cannot be edited.

Other's reservation with the right to cancel others' reservations - If you have the right to cancel others' reservations, you can edit any reservation regardless of who created it.

View permission only - If you only have view permission, you can open the reservation, but all fields are locked and the Save button is inactive.

Making Changes

In the open form, you can change:

• Reservation start date and time
• Reservation end date and time
• Reservation note

You cannot change:

• Object (you must create a new reservation for a different object)
• User who created the reservation
• Repeat settings (available only when creating a new reservation)

The system automatically checks for conflicts just like when creating a new reservation. If you adjust the time so that it collides with another reservation, a warning will appear and you will not be able to save the changes.

After clicking the Save button, the changes are saved and an e-mail notification with the subject "Modified reservation [Object Name]" is sent.

Canceling a Reservation

You can cancel (delete) a reservation in several ways according to your permissions.

Deletion from the Calendar

Hover over the reservation in the calendar. If you have deletion permissions, a trash can icon will appear on the right. Click on the trash can icon. The system will display a confirmation dialog asking "Do you really want to delete this record?" Click Yes to confirm or No to cancel.

Deletion from the List

In the list view, click the Delete button in the Action column of the respective reservation. Confirmation takes place just as it does from the calendar.

Deletion Permissions

Own reservation - If you created the reservation, you can delete it regardless of your permissions (reservation right is sufficient).

Other's reservation - If someone else created the reservation, you can only delete it if you have the right to cancel others' reservations.

What Happens After Deletion

The reservation is not physically deleted from the database but marked as deleted. It is no longer displayed in the calendar and lists. An e-mail notification about deletion is not sent by default.

Advanced Features

Recurring Reservations

Recurring reservations allow you to create a series of reservations with a single entry, which is useful for regular events like weekly meetings, regular training, or consistent resource use.

Creating a Recurring Reservation

When creating a new reservation, fill in the standard fields (date, time, note) and then:

Step 1 - In the Repeat every section, check the days of the week on which the reservation should repeat. You can select any combination of days:

• For example, checking only Monday creates a reservation repeating every Monday
• Checking Monday, Wednesday, and Friday creates a reservation three times a week
• Checking all days creates a daily reservation

Step 2 - In the Repeat until field, select the date until which the reservation should repeat. The system will create reservations from the first selected date up to this end date.

Step 3 - Click Save. The system will create separate records for each selected day up to the end date.

How Repetition Works

Each reservation in the series is a separate record in the database with its own unique identifier. This means that:

• You can edit or delete individual reservations from the series independently
• Changing one reservation does not affect the others in the series
• Reservations are linked by a common identifier in the "repeat" field for the possibility of bulk deletion

If you have already created a reservation and then edit it, repetition cannot be set - repetition is available only when creating a new reservation.

Example of Use

You want to reserve a meeting room for a regular team meeting every Tuesday from 10:00 to 11:00 for 3 months:

• Create a new reservation for the first Tuesday
• Set the time from 10:00 to 11:00
• In the "Repeat every" section, check only Tuesday
• In the "Repeat until" field, select a date 3 months away
• Save - the system will create approximately 12-13 reservations (the number of Tuesdays in 3 months)

Deleting a Series of Recurring Reservations

If you need to cancel an entire series of recurring reservations at once, you can use the bulk deletion function.

Identifying a Series

Reservations belonging to the same series (created together with the repeat function) can be identified by the circle with a cross icon displayed next to the trash can icon.

Deleting the Entire Series

Hover over any reservation from the series in the calendar. Click on the circle with a cross icon (not the trash can icon). The system will display a confirmation dialog "Do you really want to delete this record?" - be careful, this dialog does not distinguish whether you are deleting a single reservation or the entire series, so make sure you are clicking the correct icon.

After confirming by clicking Yes, all reservations that were created together in one series will be deleted. Reservations with a different date or time that are not part of the series will remain preserved.

Important Notice

The bulk deletion function deletes reservations without further warning about the number of affected records. Before use, make sure you want to delete the entire series. If you only need to delete some reservations from the series, use the standard trash can icon for individual reservations.

Data Export

The system offers the possibility to export data for further processing or archiving.

Export to Excel

In the list view, click the Excel button at the top of the table. The system will export the currently displayed records to an Excel file (.xlsx), which will be automatically downloaded to your computer.

The export respects the current table settings:

• If you used a search, only found records are exported
• If you used sorting, records are exported in that order
• All table columns, including hidden data, are exported

You can open the exported file in Microsoft Excel, LibreOffice Calc, or another spreadsheet processor for further analysis, report creation, or archiving.

Printing the List

Click the Print button at the top of the table. A new window will open with an optimized version of the table for printing:

• The table is formatted for A4 paper
• Unnecessary user interface elements are removed
• The data structure and content are preserved

In the new window, click the Print button or use the Ctrl+P shortcut (Cmd+P on Mac) to open the print dialog. You can print to a printer or save as a PDF.

Intersection Calendar

The intersection calendar is an advanced feature that allows for displaying reservations of multiple objects simultaneously in one calendar.

Activating the Intersection Calendar

The intersection calendar must be activated by an administrator in the system settings. If active, a button with a group icon and the calendar name (e.g., All or All-in-One) will appear in the top navigation panel.

Viewing the Intersection Calendar

Click the intersection calendar button in the top panel. The calendar will switch to the multiple object display mode:

Color Differentiation - Each reservation retains the color of its object according to the settings. This allows you to easily distinguish which reservation belongs to which object.

Legend - A color key for the objects included in the intersection calendar will appear under the top panel.

All Calendar Functions - The intersection calendar supports the same functions as the standard view:

• Switching between monthly and weekly views
• Navigating between months/weeks
• Tooltip with reservation details on hover
• Clicking on a reservation to view details

Intersection Calendar Limitations

Read-only - You cannot create reservations directly in the intersection calendar. If you need to create a reservation, you must switch to a specific object by clicking its button in the top panel.

Filtering by category - If objects are organized into categories using a parent name, the intersection calendar will only display objects from the currently selected category. To view all objects, return to the first level of navigation.

Using the Intersection Calendar

The intersection calendar is useful in the following situations:

• Coordination of multiple resources - You can see the occupancy of all rooms or vehicles at once
• Finding free time - Easily find a time when multiple resources are free simultaneously
• Overall overview - Get an idea of the total utilization of reservation resources
• Event planning - You can plan events requiring the coordination of multiple resources

Tips and Troubleshooting

Common Problems and Solutions

Problem: I cannot create a reservation, a red collision warning appears

Solution: The system detected that another reservation already exists for the specified time. Check the calendar and select a different time. If the object has a capacity greater than 1, the maximum number of simultaneous reservations may have been exceeded - try another time or use a different object.

Problem: I cannot edit someone else's reservation

Solution: If you do not have the right to cancel others' reservations, you can only edit your own. Contact the object manager or administrator if you need to change someone else's reservation. Alternatively, you can ask the user who created the reservation to edit it.

Problem: I don't see some objects in the top panel

Solution: You only see objects you have access to (view, reservation, or right to cancel others' reservations). If you need access to other objects, contact the system administrator, who can assign you the relevant permissions.

Problem: The intersection calendar button is not displayed

Solution: The intersection calendar must be activated by an administrator in the system settings. Contact the administrator if you need this feature. Furthermore, there must be at least one object with the "Include in the intersection calendar" option set.

Problem: I am not receiving e-mail notifications about new reservations

Solution: E-mail notifications are sent only to users configured in the object settings in the "E-mail Notification" section. If you want to receive notifications, contact the object manager or system administrator to add you to the recipient list.

Problem: A recurring reservation was not created for all days

Solution: Check if you set the end date correctly in the "Repeat until" field. The date must be in the future and later than the first reservation. The system also limits repetition to a maximum of 4 years (126,144,000 seconds) for security reasons. If the problem is different, check if there is a conflict with an existing reservation on some days - in such a case, that day will be skipped.

Problem: I deleted a reservation by mistake

Solution: Deleted reservations are not physically removed from the database but marked as deleted. Contact the system administrator, who can restore the reservation in the database. In the future, we recommend carefully reading the confirmation dialogs before deleting.

Tips for Effective Use

Use notes - Filling in notes for reservations helps other users understand the purpose of the reservation and avoid misunderstandings. For example, state "Meeting with client XY" or "Preparing annual report".

Reserve in advance - Reserve resources well in advance to avoid conflicts. This applies especially to frequently used objects like meeting rooms or company vehicles.

Check the calendar before reserving - Before creating a reservation, look at the calendar to see if the object is already occupied. You can also use the week view for a more detailed overview of free times.

Use repetition - For regular events, use the repeat function instead of manually creating individual reservations. You will save time and avoid errors.

Cancel unnecessary reservations - If you know you won't use a reservation, cancel it in time. This allows other users to utilize the resource.

Use the intersection calendar - To coordinate multiple resources or find free time for multiple participants, use the intersection calendar. You will get a quick overview of the availability of all included objects.

Export data for reporting - If you need to create an overview of resource utilization, use the export to Excel. You can further process the data and create charts or statistics.

Related Documentation

Further information can be found in the following sections of the eIntranet documentation:

• Calendar - The Reservations module is linked with the Calendar module. Reservations can be automatically displayed in users' personal calendars.
• User Permissions - Detailed information about the system of user rights and roles in eIntranet.
• Notifications and E-mails - Setting up and configuring e-mail notifications in the system.
• Export and Print - General information about data export and printing in eIntranet.
• Mobile App - How to use reservations in the eIntranet mobile app.