Resource Booking

Give each room and each piece of equipment its own open hours, booking rules and closures.

Each resource in Resource Booking has weekly open hours in its own time zone, and rules for how long, how far ahead and with how much notice it can be booked. Close it for a holiday or a repair, book equipment straight from its Asset Tracker record, and compare booked time with open hours in Reports.

Get started free

Add a resource

Members with edit access choose Add resource and enter a name, and the new resource's page opens. It starts open Monday to Friday, 9 AM to 5 PM, in your time zone, with its bookings confirmed automatically. Click any detail on its page to change it.

Type: Groups resources on the Resources page. A team starts with Meeting Room, Desk, Equipment, Studio, Vehicle and Other, and types can be renamed, added and archived.
Location, capacity and description: Shown on the resource's page, and the location on the list of resources.
Booking instructions: Shown to people when they book it, such as where to collect the key.
Time zone: The zone its open hours and bookings are in, so a room in another office keeps its own local hours.
Bookings: Confirmed automatically, or Need an admin's approval, which holds each booking as a request until a team admin decides.
Archive resource: Stops new bookings and takes the resource off the Resource Booking page. Its past bookings are kept, and Restore resource brings it back. A resource with upcoming bookings can be archived once they are cancelled or moved.

Booking rules

Lengths are typed as you would say them, such as 30 min or 2 hours. Every new booking, every change of time and every approval is checked against the rules.

Shortest and longest booking: The range a booking's length has to fall in.
Starts and ends: Every 5, 10 or 15 minutes, on the half hour or on the hour.
Notice needed: How long before its start a booking can still be made.
Furthest ahead: How many days ahead the resource can be booked.
Setup before and cleanup after: Time kept free around each booking, such as for setting up a room or charging a camera. No other booking can use it.

Open hours and closures

Under Open hours, click a day and type its hours, such as 9-5 or 8:30 am to 6 pm. Every booking has to fit inside them.

One opening a day: Each day has one opening time and one closing time. Clearing a day's hours closes the resource that day.
Unavailable times: For a holiday, a repair or another closure, enter a reason and when it starts and ends. Nobody can book the resource during that time, and the reason is shown only to people who can edit resources.
Closures and existing bookings: An unavailable time that overlaps a booking is refused until that booking is cancelled or moved.
Taken times: The resource's page lists its bookings and closures for the dates you choose.

Equipment from Asset Tracker

A resource can stand on its own, such as a meeting room, or book a piece of equipment already recorded in Asset Tracker. Choose the asset under Or book equipment you already track when adding a resource, or choose Make bookable in Resource Booking on the asset.

The resource takes its location and status from the asset and links to it. Its name and description start as the asset's and can be changed for booking; the serial number, purchase price and internal notes are not copied.

An asset that is checked out, in maintenance, lost or retired cannot be newly booked, and assigning it to someone does not stop bookings. Asset Tracker refuses a checkout that overlaps a future booking unless a team admin overrides it, and keeps an asset with future bookings out of maintenance, lost and retired until they are cancelled or moved.

Reports

Reports, for team admins, shows each resource's confirmed booking time and its open hours between two dates, and Used: booked time as a share of open hours. It starts with the current month to date.

Used counts bookings, not whether anyone turned up.

Add your first resource.

Create a Magpie account, open Resource Booking and choose Add resource.

Create account