Reservations

Overview

The Reservations module is used to reserve company assets such as meeting rooms, vehicles, equipment, or other shared resources. Each item available for reservation (object) has its own settings for capacity, time restrictions, and access rights for individual users. The system prevents double booking of the same object for overlapping time periods.

Key Features

Management of reservations for company assets (rooms, vehicles, equipment, and other objects)
Calendar view of reservations using FullCalendar (monthly and weekly views)
Optional merging of multiple objects into a single overview calendar
Recurring reservations with selection of days of the week and end date for recurrence
Automatic overlap checking – it is not possible to create two reservations for the same object at the same time
Email notifications upon creation or modification of a reservation
Granular access rights: who can view, reserve, and cancel reservations of others
Parent names (categories) for grouping multiple objects into groups

Access and Settings

How to Access the Reservations Module

Navigation path to the Reservations module: Main Menu → Reservations

After opening the module, tabs with available objects for reservation are displayed. You can only see tabs for objects to which you have been assigned access rights. If objects are divided into groups (parent names), first select the group and then the specific object.

Reservations Module Settings

Configuration of the Reservations module is available via Settings → Reservations. Settings can only be changed by an administrator or a user with administrator rights for the Reservations module.

In the settings you can:

Create, edit, and delete objects for reservation
Set up a merged overview calendar from all objects (intersection calendar)
Name the intersection calendar with a custom name
Manage access rights for each object individually
Set email notification recipients for each object

Procedure: Creating a New Reservation Object

A reservation object (for example, a meeting room or vehicle) is created in the Reservations module settings. Follow these steps:

Go to Settings → Reservations
Click the Add button
Fill in the required fields:
- Name: A unique name for the object (e.g., "Meeting Room A", "Ford Transit")
- Capacity: Maximum number of concurrent reservations for the object (usually 1)
- Reservation from (hour): The earliest hour from which the object can be reserved (e.g., 7)
- Reservation to (hour): The latest hour until which the object can be reserved (e.g., 22)
Optionally fill in:
- Parent name: Group name for grouping multiple objects (e.g., "Vehicle Fleet", "Meeting Rooms")
- Description: Additional information displayed to users when creating a reservation
- Note before name: Check this option if you want to display the reservation note before the user name in the calendar
- Text colour in the combined calendar: Text colour of the event in the intersection calendar
- Background colour in the combined calendar: Background colour of the event in the intersection calendar
Click Save

Tip: The parent name is used for logical grouping of objects. If you assign the same parent name to multiple objects, they will be displayed under a shared group tab in the Reservations module.

Setting the Minimum Reservation Duration

In the object settings overview, you can enter the minimum reservation duration for each object directly in the table. In the Min. reservation duration (hours) column, click on the field for the given object, enter the number of hours, and confirm the change. The value is saved automatically.

Intersection Calendar of All Objects

In the Reservations module settings, you can enable a merged overview calendar. This calendar displays reservations of multiple objects at once in a single view, but it is read-only – you cannot add new reservations from it.

Procedure: In the settings, check the option Generate the introductory calendar as an intersection of all calendars (read-only). Then fill in the Introductory calendar name (e.g., "Overview of All Reservations"). For each object that should be part of the intersection calendar, check the box in the table column In the introductory intersection calendar.

Permissions and Access Rights for the Reservations Module

Access rights in the Reservations module are set individually for each reservation object. The administrator assigns rights via the Select users button in the corresponding column of the settings table.

Permission	Description
Can view reservations	The user can see existing reservations for the object but cannot add new ones. Can be set for all or specific users.
Can make reservations	The user can create new reservations for the object. They can edit and cancel only their own reservations. Can be set for all or specific users.
Can cancel anyone's reservations	The user can edit and delete reservations of other users. Suitable for administrators or reception staff. Can be set for all or specific users.

Note: Users can only see tabs for objects in the Reservations module to which they have been assigned at least one of the above permissions.

Setting Up Email Notifications for an Object

For each object, you can set which users will receive email notifications when a reservation is created or modified. Follow these steps:

Go to Settings → Reservations
In the row of the desired object, click the Select users button in the Send reservation information by email column
Select the users who should receive notifications
For bulk selection, use the Select all or Deselect all buttons
Click Save

Selected users will receive an email each time a reservation for the given object is created or modified. The email contains information about the person who created the reservation, the object name, date and time from/to, and any notes.

User Interface

Main Screen of the Reservations Module

The main screen of the Reservations module consists of two parts. The upper part contains tabs (top panel) with the names of available reservation objects. If objects are grouped into groups using parent names, group tabs are displayed first, and after selecting a group, the tabs of individual objects within that group are shown.

In the lower part, after selecting a specific object (or the intersection calendar), a calendar or a table with a list of reservations is displayed. The default view is the calendar view.

Switching Views: Calendar and List

In the Reservations module, you can switch between two views:

Calendar: An interactive FullCalendar view with monthly or weekly views. It allows you to click directly on a day or select a time range to create a reservation.
List: A table view of all reservations with sorting, filtering, and export options to Excel format or printing.

FullCalendar Calendar View

The calendar view in the Reservations module uses the FullCalendar component and offers the following options:

Monthly view: An overview of the entire month with reservations displayed as coloured blocks
Weekly view: A detailed hourly view with exact reservation times
Period navigation: Arrow buttons left/right to navigate through periods, the Today button to return to the current date
Detail tooltip: Hovering the mouse over a reservation displays details (note, date and time, object name, user name)

Table View of Reservations

The reservation list table in the Reservations module displays all records with quick search and sorting capabilities. Available features:

Search: A text field for filtering records by any field
Sorting: Clicking on a column header sorts records in ascending or descending order
Export to Excel: The Excel button exports the currently displayed records to an XLSX file
Print: The Print button opens a print version of the table
Records per page: Can be set to 10, 25, 50, 100, or all records

Basic Operations

Procedure: Creating a New Reservation

A new reservation in the Reservations module can be created from the calendar view by directly selecting a date or time range. To create a reservation, you must have reservation permission for the given object.

Open the Reservations module
Click on the tab of the desired object (e.g., "Meeting Room A")
In the calendar view, click on the desired day or drag to select a time range (on desktop)
On a mobile device, tap on a specific day to open the form
In the dialogue window, check or modify:
- From (date): Start date of the reservation
- To (date): End date of the reservation (for multi-day reservations)
- Time from: Start time of the reservation (selection in 5-minute intervals)
- Time to: End time of the reservation (selection in 5-minute intervals)
- Note: Optional description or reason for the reservation
Click Save

Tip: The system automatically checks for overlap with existing reservations. If the requested time slot is already occupied, a warning is displayed and the reservation cannot be saved.

Note: The dialogue window displays information about the object: capacity, time restrictions for reservation, and any description. This information serves as guidance when entering the time slot.

Procedure: Editing an Existing Reservation

A reservation in the Reservations module can be edited by the user who created it or by a user with permission to cancel anyone's reservations.

Find the reservation in the calendar view (click on the coloured block) or in the table view (click on the pencil icon)
In the dialogue window, modify the desired details: date, time, or note
Click Save

After saving the modification, email notifications are automatically sent to users set as notification recipients for the given object.

Procedure: Cancelling (Deleting) a Reservation

A reservation in the Reservations module can be cancelled by the user who created it or by a user with permission to cancel anyone's reservations.

In the calendar view, hover the mouse over the reservation – action icons will appear
Click the Delete icon (red cross)
Confirm the deletion in the dialogue window by clicking Yes

Alternatively, you can delete a reservation in the table view by clicking the delete icon in the corresponding row.

Searching and Filtering Reservations

In the table view of the Reservations module, you can search for reservations using:

Text search: The search field filters records by user name, note, or date
Column sorting: Clicking on a column header sorts the records
Number of displayed records: By selecting the number of records per page, you can display more or fewer results at once

In the calendar view, you can browse different periods using the navigation buttons. Switching between monthly and weekly views allows viewing reservations at different levels of detail.

Advanced Features

Procedure: Creating a Recurring Reservation

The Reservations module allows you to create a series of recurring reservations on selected days of the week. Recurrence can only be set when creating a new reservation, not when editing an existing one.

Open the form for creating a new reservation (by clicking on a day in the calendar)
Fill in the date and time of the first reservation in the series
In the Repeat every section, check the days of the week on which the reservation should recur (Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday)
In the Repeat until field, enter the date on which the recurrence series should end
Click Save

Note: The system automatically creates individual reservation records for each selected day of the week in the range from the first reservation date to the specified end date. The maximum recurrence length is limited to 4 years into the future.

Procedure: Cancelling an Entire Series of Recurring Reservations

If you want to cancel an entire series of recurring reservations in the Reservations module, this can be done at once.

Find any reservation from the given series in the calendar
Hover the mouse over the reservation – action icons will appear
Click the Delete series icon (circle with a cross)
Confirm the deletion of the entire series in the dialogue window

Tip: The delete series icon (circle with a cross) is only displayed for reservations that are part of a recurring series. To delete only one reservation from the series, use the standard delete icon (red cross).

Intersection (Overview) Calendar of All Objects

If the intersection calendar is enabled in the Reservations module settings, it appears in the module as the first tab (with a group icon) under the configured name. This view displays reservations of all objects simultaneously in one calendar – each object is distinguished by colour.

The intersection calendar is read-only. You cannot add new reservations from this view. It serves for a quick overview of the availability of all objects at once.

Reservation Overlap Checking

The Reservations module automatically checks whether the requested time slot conflicts with an existing reservation. The check is performed continuously when changing the date or time in the dialogue window – the system displays a warning before you click Save.

If the object is already reserved for the requested time slot, the error message "The object is already reserved for the given time slot; the reservation could not be made." is displayed.

In the calendar view of the Reservations module, you can display details of any reservation by hovering the mouse over the coloured reservation block. The tooltip displays:

Note (reason for reservation)
Date and time from – to
Object name
Name of the user who created the reservation

Integration with Other Modules

Employees: When making a reservation, the name of the logged-in user is displayed as the reservation creator. Access rights are assigned to specific users from the employee list.
Email: The module sends automatic email notifications to selected users when a reservation is created or modified. The notification contains a table with reservation details.

Troubleshooting

Frequently Asked Questions about the Reservations Module

Question: I cannot see any object tabs in the Reservations module.

Solution: Object tabs are only displayed to users who have been assigned access rights (the right to view, reserve, or cancel reservations). Ask the system administrator to assign rights to the required objects in Settings → Reservations.

Question: When saving a reservation, an error message about an occupied time slot is displayed.

Solution: Another reservation for the given object already exists in the requested time slot. Choose a different time slot or check the calendar to see when the object is available. The system displays overlap warnings continuously when entering the date and time.

Question: I cannot edit or delete another user's reservation.

Solution: Editing and deleting reservations of other users can only be performed by users with the Can cancel anyone's reservations permission. This permission is set by the administrator in Settings → Reservations for each object separately.

Question: The intersection calendar tab is not displayed.

Solution: The intersection calendar must be enabled in the settings. Go to Settings → Reservations and check the option Generate the introductory calendar as an intersection of all calendars. Also make sure that at least one object has the In the introductory intersection calendar option checked.

Question: I cannot set recurrence for an existing reservation.

Solution: Recurrence settings are only available when creating a new reservation. If you need a recurring series, delete the existing reservation and create a new one with recurrence settings.

Tips for Efficient Work with the Reservations Module

Tip: To quickly create a reservation for a specific day, click directly on the day in the monthly calendar – the form will be pre-filled with the selected date.
Tip: In the weekly calendar view, you can select an exact time range by dragging the mouse – the form will be pre-filled with the exact start and end times.
Tip: You can set object colours in the intersection calendar in Settings → Reservations using the colour picker in the object settings.
Tip: For regular weekly meetings, use the recurrence feature – with a single save, you can create reservations for an entire semester or year.
Tip: Hovering the mouse over a reservation in the calendar displays a quick overview without the need to open the form.
Tip: Use parent names (object groups) if the company manages many objects – you can divide them more clearly into, for example, "Vehicle Fleet" and "Meeting Rooms".

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