Book shared resources

Resource Booking schedules shared rooms, spaces and equipment in the selected Personal or team context. Asset Tracker records the identity and history of a specific piece of equipment; a resource can be linked to an asset, or stand on its own, such as a meeting room. Adding resources and setting their hours is described in Add resources and set their hours and rules.

See what is booked

Resource Booking lists the resources you can book, with their type, location and whether bookings need approval, and under Coming up every upcoming booking in Personal or the team. Times are in your own time zone. Other people's bookings show only that the resource is busy; their title and notes are seen only by the person who booked and by team admins.

Open a resource to see its booking rules, its open hours and its taken times, in the resource's time zone. Choose dates under Taken times and then Show dates to see another period.

Book a resource

Choose Book beside a resource on the Resource Booking page, or on the resource's own page. Enter a start and end time in the resource's time zone, with an optional What it is for and notes. The page lists the resource's open hours and the times already taken in the next two weeks, and shows its booking instructions.

Magpie checks the open hours, the shortest and longest booking, the start and end steps, the notice needed, how far ahead it can be booked, setup and cleanup time, unavailable times, the linked asset's state, and other bookings before saving. Pending requests and confirmed bookings both make that time busy.

On a resource that needs approval, the booking waits as Awaiting approval until a team admin approves or declines it; see Approve booking requests and see resource use. Magpie does not send a message when that happens; the status changes on My Bookings. Otherwise the booking is confirmed when it is saved.

An asset that is checked out, under maintenance, lost or retired cannot be newly booked. Assigning an asset to someone does not stop it being booked.

My Bookings

My Bookings lists your upcoming bookings, then your past, cancelled and declined ones. Choose Cancel on an upcoming booking to release its time.

Open a booking to see its status, time, resource and history. Click its title or notes to change them. Cancel booking is in its More menu.

Change a booking

On a booking's page, choose Change time to move it to another time, or to another resource when it books only one. The new time is checked like a new booking. On a resource that needs approval, a moved booking waits for approval again, unless a different team admin moved a booking that was already confirmed. Team admins can change and cancel anyone's booking; everyone else can change and cancel their own. Cancelled, declined and finished bookings cannot be changed.

Appointments can reserve a resource with a customer booking. Change or cancel that reservation from its appointment so its customer time, Calendar event and resource stay together. See Manage customer appointments.

Mobile app

Open Resource Booking from the app's tools. The list shows Schedule and My bookings, then the resources. Open a resource and choose Book. Choose its start and end with the date and time controls; these are clock times in the resource's time zone, even when your phone uses another zone. Choose Title and notes to add optional details, and Open hours to see its weekly hours. The booking screen lists busy times for the next two weeks from the chosen start date.

Open your booking to change its title or notes, and use its menu to change the time or cancel it. Tap a booking's resource name to open that resource.

If a resource appears unavailable, check its open hours and unavailable times on its page, then its taken times. For an asset-linked resource, also check the asset's checkout and status in Track individual assets. For access or booking history questions, Contact support.