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Equipment: Add single and recurring bookings via the staff interface

From the Booking Grid & Availablity tab for a space location, LibCal users can manually add single or recurring (aka repeating) bookings. 

Please note: your category booking limits do not apply to bookings created via this page. This means staff users can create bookings that start/end beyond your opening hours, exceed your maximum durations, override daily/weekly/monthly limits, etc.
  1. At the top of the page, use the dropdown to select the location containing the equipment you want to view.
  2. Under the Booking Grid & Availability tab, select the category of equipment you want to view from the Category dropdown and click the Go button. This will display the booking grid for items in that category.

Selecting a location and category


Add a single booking

Single bookings can be created by selecting a specific starting time slot in the availability grid or via the "Add Booking" button.

Option 1. Selecting an available time slot

This is the most convenient way to create a new booking -- especially when someone needs to borrow an item on-the-fly from your location.

  1. By default, the grid will display availability for the current date. If needed, you can use the Go to Date and/or previous () and next () buttons to navigate to the needed date.

the date navigation buttons

  1. In the booking grid, locate the time the booking should begin. A horizontal scroll bar may appear, allowing you to view additional grid columns.
  2. If the item is available, the time slot will appear in green. Click on it to create a new booking.

Example of selecting a time slot

  1. The Add Booking window will appear with the Start Date, Start Time, and Item already selected. Change the End/Due Date if needed.
  2. To add additional items (or spaces), click on the Add Item or Add Space button, then select an available item and a due date.
  3. Click the Submit Times button.

Example of adding a booking

  1. Enter the patron's information into the booking form.
  2. If you'd like to send an email notification to the patron, select the Send Confirmation Email to User checkbox.
  3. If billing charges have been set up for the space, you can override the default booking cost in the Cost Override field.
    • Enter a 0 in the field to not charge anything for the booking.
  4. Optionally, you can add an internal note to this booking to record any helpful details.
  5. Click the Add Booking button.

Example of submitting the booking form

  1. If the item is currently available for check out, you can click the Available - Check Out Now link to check it out to the patron right away. This can save you some extra clicks if the patron is booking the item on the fly.

Screenshot of the Check Out Equipment button

Option 2. Adding a single booking using the "Add Booking" button

  1. Click on the Add Booking button and select "Add Single Booking" from the dropdown menu.

Adding a single booking

  1. In the Add Booking window, select a Start Date and Start Time for the booking.
    • Did you know? You can add bookings that start or end outside of your opening hours. This is great if you have patrons who need to keep items after hours.
  2. Select the item you want to book in the Item dropdown.
  3. Once you've chosen the item, select an End/Due Date.
  4. To add additional items or spaces, click the Add Item or Add Space button respectively and repeat steps 3-4.
  5. Click on the Submit Times button.

Example of adding a booking

  1. Complete the booking form information. If the default booking form is being used, this will just include the patron's Full Name and Email.
  2. If you'd like to send the user a confirmation email, select the Send Confirmation Email to User checkbox.
  3. If billing charges have been set up for the space, you can override the default booking cost in the Cost Override field.
    • Enter a 0 in the field to not charge anything for the booking.
  4. Optionally, you can add an Internal Note if you need to log any helpful details.
  5. Click the Add Booking button.

Example of submitting the booking form

  1. If you'd like to check this item out to the patron right away, click on the Available - Check Out Now link next to the item. This can be a huge time saver if you're adding a booking for a walk-up patron.

Checking out the booked item


Adding a recurring booking

  1. Click on the Add Booking button and select "Add Recurring Booking" from the dropdown menu.

Adding a recurring booking

  1. In the Add Recurring Booking dialog box, select a Start Time and End Time for the booking.
    • Did you know? You can add bookings that start or end outside of your opening hours. This is great if you have a patrons who need to keep items after hours.
  2. For the Repeat Pattern, select how often the booking should occur.
  3. When you select an option, additional settings will display allowing you to configure the booking's date range and frequency.
    • For Daily bookings, the Booking Frequency will set the booking to repeat every x days between the Start Date and End Date.
    • For Weekly bookings, the Booking Frequency will set the booking to repeat every weeks on the selected Days of Week between the Start Date and End Date.
    • For Monthly bookings, the Booking Frequency will set the booking to repeat every x months on either the same day each month or certain weekday each month between the Start Date and End Date.
    • For the Multi-Date Picker, you can select specific dates for the booking to repeat. This can be helpful for irregularly repeating bookings.
  4. Select the item you want to book in the Item dropdown.
  5. To add other items or spaces to your booking, click the Add Item  or Add Space button respectively and select the space and/or item.
  6. Click the Submit Times button.

recurring booking options

  1. A summary of the booking dates will display, giving you an overview of how many bookings will be added and on which dates.
    1. If any clashes are found, an alert will appear below the list. Click on the Change link if you would like to select different dates or item(s).
  2. Complete the booking form information. If the default booking form is being used, this will just include the patron's Full Name and Email.
  3. To send the user a confirmation email, select the Send Confirmation email to user checkbox.
  4. Optionally, add an Internal Note log helpful details about this booking.
  5. Click the Add Bookings button.

Example of submitting the booking form

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