Who Holds a Resource
Two lists answer the question of who has what. The Assets tab holds the inventory of every resource in your organisation, 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.
Being closed to booking is not always permanent. When a project is closed and its reservations are released, a parking space or an office unit whose booking was still running becomes bookable again on its own. Other resources stay closed to booking until someone opens them.
Serial numbers
When an organisation 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 organisation-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 when the reservation is cancelled, when the resource is reassigned, or when the reservation is given an end date.
A permanent assignment can still be given an end date — for example when a project is closed and its reservations are released. From then on it is no longer open-ended: Reservation to shows that date instead of the infinity symbol, and once the date has passed the reservation leaves the Active filter, appears under Expired and can no longer be cancelled.
When the list is only part of it
Both tabs read your organisation's bookings in one request, and that request is cut after 2000 bookings. Where it has been cut, a warning sits above the list: Showing part of this list, followed by how many rows are not shown — or, where that number cannot be established, by the fact that more rows exist than can be loaded here.
The notice is there because a cut list and a complete one look exactly alike. It appears on the Assets tab, and on the Reservations tab in both the organisation-wide view and your own reservations. While it is showing, treat every count on the screen as incomplete — including who appears to hold nothing — and narrow the view by search, category, status or date until it goes away.
An organisation with fewer than 2000 bookings never sees it.
Finding resources with or without an attribute value
For an inventory check, such as which resources carry an ID number and which do not, the Assets tab can be filtered by an attribute. Choose the attribute in the Attribute filter, from any attribute your resource types define, then choose Has value or Is empty in the Value filter. Has value means at least one non-empty value; Is empty means no value, or only blanks. Each answer shows how many resources it would leave among those the other filters keep.
The filter combines with the other filters, applies to the timeline as well, and is kept in the page address, so a list of resources still missing an ID can be shared as a link. Clear filters removes it together with the rest.
Releasing many parking spots during absences at once
Whether a parking spot is released while its booker is absent is set on each spot (see Create New or Edit Property). To set it for a whole car park, a resource manager can select spots on the Assets tab: every parking spot carries a checkbox and shows whether Release when absent is on or off. Select the spots, or use Select all, and choose Turn on or Turn off.
The spots are updated one at a time, with a progress line such as Updating spot 3 of 5; leave the page open until it finishes. Afterwards a summary says how many spots were updated. Updated spots leave the selection. A spot that was refused stays selected, is listed first in its group and says why, for example that you cannot edit it; a spot that failed because of the connection or the server offers Retry. Only the selected spots the list shows are changed, so a spot hidden by a filter is never changed unseen.
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.