Booking reference

The complete list of fields and values of the Booking module.

Item in the “Booking” menu group	What the page shows	Who sees it
Bookings	The All bookings and My bookings tabs	Any booking permission
Approvals	Requests you are allowed to decide	Approve bookings, Manage all bookings
Check-out by booking	Bookings to check out and bookings in use	Creating transfers or Manage all bookings
Calendar	Bookings by asset for a day, a week, or a month	View, Create own bookings, Approve bookings, Manage all bookings
Analytics	Utilization and booking metrics	View, Manage all bookings

The Booking settings page is under Settings.

Booking fields

Field	Required	Description
By asset / By asset type	—	A specific asset or any free asset of a type
Asset or Asset type	yes	What is being booked
Start, End	yes	Booking time
Holder	yes	Me, Group, Employee, or Location
Purpose	no	Up to 500 characters
Notes	no	Up to 2,000 characters
Repeat	no	Frequency, interval, days of the week, end (a date or a number of occurrences, up to 100)

Booking statuses

Status	Description	Can change to
Awaiting approval	The request is waiting for a decision	Confirmed, Rejected, Cancelled
Confirmed	The asset is reserved and waiting to be checked out	In use, No-show, Cancelled
In use	The asset is with the holder; after the end, the “Check-in overdue” tag	Checked in
Checked in	The asset was returned	—
Rejected	The request wasn’t approved	—
Cancelled	The booking was cancelled by hand or automatically	—
No-show	A confirmed booking wasn’t picked up in time	—

UNIO24 cancels a booking automatically if the request isn’t approved before the start, if the holder leaves the company or is deleted, or if the asset is deleted or can no longer be booked.

Booking policy fields

Section	Field	Default	Description
General	Active	on	A disabled policy closes the type
	Name	—	Up to 100 characters
	Asset type	—	Empty means the default policy; can’t be changed after saving
	Enable booking of all asset types	on	Default policy only
Approvals	Requires approval	off	The booking waits for an approver’s decision
	Approving group	—	Who decides the requests; empty means everyone with the approve permission
	Auto-approve groups	—	Their bookings are confirmed right away
	Allowed groups	—	Who can book the type; empty means everyone with the permission
Limits	Longest booking (hours)	720	The longest a booking can last
	How far ahead (days)	365	How far in advance a booking can be made
	Minimum notice (hours)	—	The minimum time before the booking starts
	Check-out and check-in within working hours	off	The booking falls within the company’s working hours
Timing around the booking	No-show after (minutes)	30	Wait time after the start
	Buffer (minutes)	0	Break after the booking
	Early check-out (minutes)	15	Check-out before the start
	Reminder before (minutes)	60	Reminder to the holder
Check-out and check-in	Check-out / Check-in inspection template	—	Requires the Inspections module
	Require meter reading at check-out / at check-in	off	The reading is written to the asset’s meter
	Create transfers	on	Check-out and check-in are recorded as transfers

Limits don’t apply to booking managers. The check-out window runs from “start − Early check-out” to “start + No-show after”.

Can the asset be booked

The rules are checked in order:

A written-off asset and an asset that is part of another asset can’t be booked.
An exception on the asset (Always or Never) overrides everything else.
If the type has its own policy, the asset can be booked when that policy is Active.
If the type has no policy of its own, the asset can be booked when the default policy is active and booking of all asset types is enabled in it.
An asset without a type can’t be booked.

The asset card’s Booking tab shows which rule applied: “Manual override”, “Asset type policy”, “Default policy: all asset types”, “No booking policy”, “Asset written off”, “Part of another asset — booked together with it”.

Blackout periods

Reason	When it appears	When it ends
manual	Created on the “Unavailable for booking” tab	On the “To” date, or with “Close now”
work order	A work order on the asset is taken into work	When the work order leaves the in-progress status
in service	The asset is sent to a service center	When it comes back from repair
critical defect	An inspection found a critical defect	When no critical defects remain

Booking settings

Field	Values	Default
Number prefix	Up to 10 characters: letters, digits, hyphen	`BK`
Low utilization threshold	Percentage	20%

Analytics metrics

Metric	Description
Utilization	The share of time bookable assets were in use
No-show rate	The share of bookings that weren’t picked up
Late check-in rate	Checked in after the end, plus checked out and still not checked in past the end
Median time from booking to start (hours)	How far ahead people book
Total bookings	Number of bookings in the period, cancelled ones included

Also: the Utilization by asset type chart, the By asset type table (assets, utilization, bookings, cancelled, misses, shortage), the Peak heat map, and Low-utilization candidates. The period is 7 days, 30 days, 90 days, or 12 months.

Notifications

Event in the notification settings	Who gets it
Booking request, Booking request withdrawn	Approvers
Booking confirmed, Booking rejected, Booking starts soon, Booking checked in, Booking cancelled	The author, the holder, and whoever picks up the asset
Booking not picked up, Booking overdue, Booking conflict	The same, plus booking managers
A slot opened up	Whoever clicked “Notify me when free” for this asset and time

Booking emails go out right away, never in the daily digest. The “Booking checked in” notification is in-app only by default.

Dashboard widgets: My bookings, Available now, Booking utilization.

Permissions

In the role editor, the permissions are in the Booking group.

Permission	What it allows
View	See all bookings, the calendar, analytics, policies, and blackout periods
Create own bookings	Book for yourself and your groups, take an asset right now, check out and check in your own booking, watchers, and the personal calendar feed
Manage all bookings	Book for any employee or location without limits; approve, cancel, and delete other people’s bookings; check out and check in
Approve bookings	Approve and reject requests
Settings	Change policies, per-asset exceptions, blackout periods, numbering, and the utilization threshold

The Check-out by booking page is also open without booking permissions, to anyone who can create transfers.

Useful links

Booking: how everything works
Manage bookings: step-by-step tasks
Configure booking: step-by-step tasks