Who Holds a Resource

Two lists answer the question of who has what. The Assets tab holds the inventory of every resource in your organization, and names whoever is holding each one. The Reservations tab lists the reservations that belong to you, with the period each one covers.

Reading the holder column

Each row in the Assets tab names the person or project currently holding the resource, beside a coloured initial that stays the same colour for the same holder across rows. The name appears whatever the origin of the assignment — a booking someone made themselves, or an assignment a manager made on their behalf.

A resource nobody holds reads Free.

Resources that cannot be booked

A resource can be closed to booking, which keeps it out of the reservation views so employees cannot book it. Those resources are labelled Not reservable, and where that label sits depends on whether anyone is holding the resource:

• A free resource shows Not reservable on its own.
• A held resource shows the holder's name first, with Not reservable underneath it as secondary text.

Being closed to booking is not the same as being unassigned. Equipment issued for the long term — a laptop given to an employee, a vehicle assigned to a site — is often deliberately kept out of the booking screens while still belonging to someone. The Assets tab names that person either way, so the inventory stays readable as a record of who has what.

If a large share of your held resources are marked Not reservable, it is worth confirming that this is deliberate rather than a leftover of how they were imported.

Serial numbers

When an organization owns several units of the same model, the resource name alone does not say which physical unit a reservation covers. The serial number does, and it is shown as a caption under the resource name, labelled Serial number. It appears on the desktop rows and the mobile cards of the Reservations list, and in the booking details.

Serial numbers are an organization-wide option and they are hidden by default. A user with the Properties manager role switches them on under Settings → Advanced → Asset settings; see Asset settings. The option governs every reservation surface at once, so serial numbers are either shown throughout or nowhere.

Reservations without an end date

Some resources are assigned without an end date — a permanent desk, or a laptop issued for as long as someone needs it. The Reservation to column shows the infinity symbol for these instead of a date, because there is no end date to print.

An open-ended reservation does not lapse. It stays in the Reservations list, and the resource keeps naming its holder in the Assets tab, for as long as the assignment stands, no matter how long ago it began. The resource is released only when the reservation is cancelled or the resource is reassigned.

Example use cases

• Tracing a device: Check the Assets tab to find who is holding a particular laptop before buying a replacement.
• Auditing long-term equipment: Review the resources that are held but closed to booking, and confirm each is recorded against the right person.
• Telling identical units apart: Read the serial number under the resource name to confirm which of several identical docking stations is reserved for you.
• Confirming a permanent assignment: See the infinity symbol in the Reservation to column and know the desk will not fall out of the list.