Book shared resources

Resource Booking schedules shared rooms, spaces, and equipment in the selected Personal or team context. Asset Tracker records the identity and lifecycle of a specific piece of equipment. A booking resource can link to an asset, or it can be standalone, such as a conference room that is not an asset.

Add a resource

Choose Add resource on the Resource Booking page or on Resources, and enter its name. To book equipment you already track, choose the asset under Or book equipment you already track instead. The new resource's page opens next. A linked resource uses the asset's name, location, condition, and lifecycle. Resource Booking does not copy the asset's serial number, purchase price, or private notes.

A new resource is open Monday to Friday, 9 AM to 5 PM, in your time zone. On the resource's page, click any detail to change it: its name, type, location, description, instructions, approval, capacity, time zone, booking rules, or a day's open hours. Type lengths as you would say them, such as 30 min or 2 hours, and hours such as 9–5 or 8:30 am – 6 pm. Clear a day's hours to close it that day. For a closure, repair, or other exception, choose More and then Unavailable times. Pending requests and approved bookings both make that time busy.

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, with an optional title and note. The page lists the resource's open hours and the times already taken in the next two weeks. Magpie checks the weekly hours, lead time, advance limit, duration, unavailable periods, asset state, and conflicts before saving. If approval is required, the reservation remains pending until a team admin approves or declines it. Otherwise, the booking is confirmed when it is saved.

Open My Bookings to see or cancel your own upcoming reservations. Other people's reservations show as Busy in shared schedules; their title and notes remain private. Times are shown in your own time zone, except on a resource's page and its booking form, which use the resource's time zone. Team admins see waiting requests at the top of the Resource Booking page and approve or decline them under Requests. Another admin must review a request an admin made themselves. Asset assignment does not block booking by itself. An asset that is checked out, under maintenance, lost, or retired cannot be newly booked.

Change a booking

Open the booking from My Bookings. Click its title or notes to change them. 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 anyone's booking; everyone else can change their own. Cancelled, declined, and finished bookings cannot be changed.

To archive a resource, choose More and then Archive resource on its page, after its future bookings are cancelled or moved. Archiving does not delete booking history or the underlying Asset Tracker record.

Reports

Admins can compare approved booking hours with configured available hours for each resource. This utilization figure measures scheduled time; it does not measure whether the resource was actually used.

Mobile app

Open Resource Booking from the app's tools. Open a resource and choose Book. Choose its start and end with the native 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. The booking screen lists busy times for the next two weeks from the chosen start date; tap Open hours to see its weekly hours. The server checks the booking rules before saving. Cancelling a date or time picker leaves the old value.

The Resource Booking list shows Schedule and My bookings. Waiting requests appear there for admins, who can also open Requests and Reports from the menu. Other people's bookings appear as Busy. Open your booking to change its title or notes, and use its menu to change the time or cancel it. Admins approve or decline requests from the booking's header; an admin's own request still requires another admin. Tap a booking's resource name to open that resource. Unfinished text edits warn before leaving, and cancelling time changes asks before discarding a changed time.

The resource's page shows Availability before its booking rules. Choose From and To, then Show dates, to browse bookings and closures over a period of at most one year. Times use the resource's time zone. Closure reasons are visible only to editors.

When changing a booking, an unchanged start or end keeps its original instant if the local clock time occurs twice when daylight saving time ends.

Editors can choose Add to create a resource by name, then tap its details, hours, or booking rules to change them on its page. Text changes save when you choose Save; choices save when selected. Its menu contains Unavailable times and Archive resource. The list's menu also contains Manage resource types. Touch and hold a type's status to archive or restore it. To link an asset, open its page in Asset Tracker and choose Make bookable in Resource Booking from the header menu.

If a resource appears unavailable, check its weekly hours and unavailable times, then check for pending or approved bookings. For an asset-linked resource, also check its checkout and lifecycle status. For the asset's durable details and history, see Track individual assets. For access or booking history questions, contact Contact support.