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Managing Resource Bookings

Resources are organization assets (vehicles, meeting rooms, etc.) available to users.

Each resource has its own calendar so that you can book it. This calendar is shared with one or more users with writing rights to manage reservations. These users are called resource managers. Depending on the reservation management settings, their role ranges from simple monitoring to validating requests:

note

To track bookings for a resource, the manager must display the resource's calendar in their BlueMind Calendar

Automatic management​

  • The system automatically accepts or rejects the request based on availability
    Recurring events

    The automatic reservation policy applies if the recurrence duration is less than 12 months from the date of reservation or event update (i.e. the duration is calculated from the day on which the reservation/change is made and not from the 1st day of the recurrence).

    Recurring events of longer duration are refused by the automatic policy to protect resources from "eternal" blocking reservations. However, a resource manager can always change the status to manually force acceptance.

  • Both you and the resource manager receive an email notification to confirm whether the booking has been accepted or declined
  • The resource manager doesn't have to do anything
  • The event is shown in the resource's calendar as "confirmed", "tentative" or "declined" (if the option "Show declined events" is enabled in Calendar preferences)

Manual management​

  • The resource manager receives the booking request by email and a notification is added to the Calendar's action bar
  • The event appears in the resource's calendar.
  • The resource manager must, depending on the resource's availability according to its calendar, accept, tentatively accept, decline the request or propose a date
  • You receive an email confirming or declining the booking

info

To avoid overbooking, as soon as a user books a resource, the resource's status is set to "pending" and is shown as "unavailable" to other users. However, bookings can still be made. The resource manager will receive all booking requests and they will all be shown in the resource's calendar. The manager will then have to manage who the resource is assigned to.

Semi-automatic management​

  • The resource is available = option n°1
    • The system accepts the request automatically
    • You and the resource manager both receive a confirmation email
    • The resource manager doesn't have to do anything
    • The event is shown in the resource's calendar as "confirmed"
  • The resource isn't available = option n°2
    • The resource manager receives the booking request by email and a notification is added to the Calendar's action bar
    • The event appears in the resource's calendar with the status "pending"
    • The resource manager must accept, pending, or decline the request or propose a new date
    • You receive an email confirming or declining the booking
Recurring events

The automatic reservation policy applies if the recurrence duration is less than 12 months from the date of reservation or event update (i.e. the duration is calculated from the day on which the reservation/change is made and not from the 1st day of the recurrence).

Recurring events of longer duration are refused by the automatic policy to protect resources from "eternal" blocking reservations. However, a resource manager can always change the status to manually force acceptance.

Find out more​

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