Documentation

Reservation Presets

Reservation Presets

What are Reservation Presets?

Reservation Presets are a powerful new tool designed to streamline complex or repetitive booking tasks. Think of a Reservation Preset not as a physical item, but as a "Shortcut" or a "Template" button that lives in your resource list.

When a user clicks on a Reservation Preset, the system automatically opens the booking window pre-loaded with a specific configuration of resources, durations, and settings that you have defined in advance.

This saves users time and ensures consistency by preventing errors (like forgetting to book a necessary accessory or booking the wrong duration for a specific experiment).

Practical Examples

Here are a few scenarios where Reservation Presets are highly effective:

1. The "All-in-One" Station (Grouped Resources)

Scenario: You have a Microscope that always requires a specific Camera and a specific Analysis Computer to work effectively. Tracking them separately is important for maintenance and inventory, but users hate booking three separate items every time. The Solution: Create a Reservation Preset named "Full Microscopy Suite".

  • The Template: configured to automatically select the Microscope, the Camera, and the Computer simultaneously.
  • The User Experience: The user clicks one button, and all three items are added to their reservation automatically.

2. Standardized Experiments (Fixed Durations)

Scenario: Your lab runs a specific "Protein Analysis" protocol that takes exactly 4 hours and 30 minutes. Users often book too little time (ruining the experiment) or too much time (wasting capacity). The Solution: Create a Reservation Preset named "Protein Analysis Protocol".

  • The Template: configured with a fixed duration of 4.5 hours on the target equipment.
  • The User Experience: The user selects the preset, picks a start time, and the system automatically blocks out the exact required duration.

3. Meeting Room with Hybrid Setup

Scenario: An office has a specific meeting room (Room 204) that is used for hybrid Zoom calls. This requires a portable Polycom Speakerphone and a dedicated Webcam that are kept at the front desk, separate from the room itself. The Solution: Create a Reservation Preset named "Hybrid Conference Room 204".

  • The Template: Configured to bundle Room 204, the Polycom Speakerphone, and the Webcam.
  • The User Experience: A user needing to host a hybrid meeting selects this preset, ensuring they have both the space and the necessary AV gear reserved in one step.

4. The "Podcast Studio" Bundle

Scenario: A library or co-working space offers a podcasting service. This requires a Sound Booth, a Mixer, two Microphones, and a pair of Headphones. The Solution: Create a Reservation Preset named "Podcast Studio Bundle".

  • The Template: Configured to bundle the Sound Booth, Audio Mixer, Microphone A, Microphone B, and Studio Headphones.
  • The User Experience: The podcaster reserves the bundle, guaranteeing that the booth and all required technical equipment are reserved for their session without having to find each item individually.

How to Create a Reservation Preset

Creating a preset involves two main phases: creating the container (the "Preset Resource") and then defining what that preset actually does (the "Template").

Step 1: Add the Preset Resource

  1. Navigate to your site's Resources page.
  2. Click Add Resource.
  3. In the "Type" dropdown, select Reservation Preset.
  4. Give the preset a name (e.g., "Full Microscopy Suite").
  5. Click Add Resource and Edit.

Step 2: Configure the Template

Once the resource is created, you will be taken to the edit screen. You will see a new tab specifically for the preset configuration (often labeled Reservation Preset or found near the General settings).

  1. Locate the Reservation Preset panel/tab.
  2. Click the button labeled Create Preset (or Edit Preset if one already exists).
  3. A window will appear that looks like the standard booking calendar, but without dates. This is where you define the "Timeless" template.
    • Select Resources: Search for and add the actual resources this preset should control (e.g., The Microscope + The Camera).
  5. Click Save Template or Create Preset.

Step 3: Complete the Resource Profile

  1. You can add a description, image, or specific user group restrictions to the Preset just like a normal resource.
  2. The Preset will now appear in the resource list for your users.
  3. The available units of your resource will take into account the available units of all resources.