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Resource Bookings

Book shared site resources like crane time, meeting rooms, and work areas using board and calendar views with operating hours and conflict management.

Setting Up Bookings

Configuration

  1. Go to Project > Tools > Bookings
  2. Configure booking settings:
    • Operating Hours: Default hours for bookable locations (e.g., 7:00 AM - 5:00 PM)
    • Slot Duration: Minimum booking duration (e.g., 30 minutes, 1 hour)
    • Daily Digest: Enable email summaries of bookings
    • Digest Recipients: Who receives the daily booking digest

Creating Bookable Locations

Set up the resources that can be booked:

  1. Go to Project > Tools > Bookings
  2. Create bookable locations such as:
    • Tower Crane
    • Mobile Crane
    • Loading Dock
    • Meeting Room
    • Material Laydown Area
    • Concrete Pump
  3. For each location, configure:
    • Operating hours (override default if needed)
    • Custom fields (e.g., crane capacity, room capacity)
    • Reference attachments (operating manuals, safety requirements)

Booking Types

Create booking categories:

  • Crane lift
  • Material delivery
  • Concrete pour
  • Equipment mobilisation
  • Site access
  • Meeting room

Making Bookings

Creating a Booking

  1. Go to Project > Bookings
  2. Choose your view (Board, Week, or Register)
  3. Click Create Booking or click on a time slot
  4. Enter booking details:
    • Location: Which resource to book
    • Date and Time: When you need it
    • Duration: How long
    • Type: Select booking type
    • Description: What the booking is for
    • Custom Fields: Complete any location-specific fields
  5. Save the booking

Conflict Handling

When bookings overlap:

  • Soft Conflicts: Warning shown but booking is allowed (e.g., shared spaces)
  • Hard Conflicts: Booking is blocked until the conflict is resolved

Views

Board View

A kanban-style view of bookings:

  1. Go to Project > Bookings > Board
  2. See bookings organised by location
  3. Drag and drop to reschedule
  4. Visual overview of resource utilisation

Weekly Calendar

A calendar view of all bookings:

  1. Go to Project > Bookings > Week
  2. See bookings laid out across the week
  3. Identify available slots
  4. Click on a slot to create a new booking

Register View

A list of all bookings:

  1. Go to Project > Bookings > Register
  2. View all bookings with details
  3. Filter by location, type, or date
  4. Sort and search as needed

Booking Responses

Approval and Rejection

Bookings can go through an approval process:

  1. Booking is submitted
  2. Resource manager reviews the request
  3. Approve or reject with comments
  4. Requester is notified of the decision

Daily Digest

Email Notifications

Configure daily booking summaries:

  1. Enable the daily digest in Tools > Bookings
  2. Set digest recipients
  3. Recipients receive a daily email with:
    • Tomorrow's bookings
    • Upcoming bookings for the week
    • Any changes or cancellations

Custom Fields

Add location-specific fields:

  • Crane Capacity: Maximum lift weight
  • Room Capacity: Maximum occupancy
  • Access Requirements: Special access needs
  • Equipment Needed: Required supporting equipment

Custom fields appear when creating a booking for that location.

Best Practices

  • Set operating hours accurately: Match actual site working hours
  • Use descriptive booking names: Help others understand what each booking is for
  • Book early: Secure critical resources well in advance
  • Cancel unused bookings: Free up resources for others if your plans change
  • Use the daily digest: Stay informed about upcoming resource commitments
  • Configure custom fields: Capture important information specific to each resource type
  • Review the board view regularly: Get a visual sense of resource utilisation