In This Article

How to view and edit an equipment booking's details

To view your equipment bookings, go to Equipment > Availability.

Navigating to the Equipment Availability page


Via the Availability tab

  1. To view info about a booking, click on it in the availability grid.

Clicking on a booking in the availability grid

  1. The Booking Details section will appear below the grid displaying information about the item(s) booked, the patron, and if the item has been checked out already it will include the name of the LibCal account that checked it out.
    1. Click on the Full Name to:
      • Edit the patron's name or email address.
      • Edit responses to custom booking form questions (if used).
    2. Click on the Copy () button next to the user's email address to copy the patron's information into a new booking.
    3. Click on the History () button next to the Copy button to view a history of the user's bookings (both in this location and system-wide).
    4. Click on an Item or Date/Time to:
      • Select a different item.
      • Change the booking's start time or end time.
      • Cancel the booked item. If there are multiple items in this booking, only that individual item will be canceled.
    5. If 2-step verification is required for new bookings, you can confirm the booking on the user's behalf by clicking the Confirm Booking button.
    6. To cancel the entire booking, click the Cancel All button. You will have the option of sending the user a cancelation notification email.
    7. Use the Internal Notes section to add notes to this booking. These can only be seen by staff members when viewing this booking.

Options in the Booking Details panel


Via the Booking Explorer tab

The Booking Explorer allows you to view and export your booking data, which can be helpful if you ever need to do a detailed analysis of your bookings.

  1. Select the Location and Category you want to view from the dropdowns at the top of the page.
  2. Use the Status dropdown to view only bookings with a specific status (tentative, confirmed, cancelled, etc.), or select "Show All" to view all bookings. 
  3. Use the Date filter to view bookings within a specific date range.
  4. Use the Grouping dropdown to choose whether or not to group bookings together.
    • Show Each Booking: this option will show each booking individually.
    • Group By Email: this will group bookings together by patron, using their email address, showing you the total number of bookings and minutes per person.
    • Group By Item: this will group bookings together by item, showing you the total number of bookings and minutes per item.
  5. Use the Search field to search for bookings by keywords in either the patron's email address, name, or booking form answers, as well as item barcodes.
  6. To search for bookings system-wide, select the Search All Locations checkbox.
  7. Use the Go button to apply your filters.
  8. To export the list of bookings, click the Export button.
  9. Click on the Booking ID to view the booking's details, edit its booking form details, and view & add internal notes.
    • If 2-step verification is required for new bookings, you can confirm the booking on the user's behalf by clicking the Confirm Booking button.
    • If the booking was cancelled by an admin, the name of the account that cancelled the booking will be displayed along with the date and time of the cancellation.
    • If the booking has been checked out or checked back in, the name of the account that checked the item out and back in will displayed along with the date and time of the action.
  10. Click on the Copy () button next to a booking ID to copy the patron's information into a new booking.
  11. Click on the patron's Email Address to send the patron an email.
  12. For future bookings, click on the To date & time. This will allow you to update the start and end dates/times for the booking.
  13. For bookings that are linked to an event, click on the Event title to view the event's details. This will allow you to manage or edit the linked event.
  14. The Status column will display the current status of the booking.
    • If billing is enabled for a category, bookings that have unpaid charges will display a status of Confirmed (Payment Pending) or Mediated Approved (Payment Pending). Clicking this status will allow you to record an in-person payment for that booking, which will in turn update the status to Confirmed or Mediated Approved.
    • If the booking was cancelled by an admin, the name of the account that cancelled the booking will be displayed and the date and time of the cancellation will be viewable by hovering over the icon.
    • If the booking has been checked out or checked back in, the name of the account that checked the item out and back in will displayed and the date and time of the cancellation will be viewable by hovering over the icon.
  15. Click on the History () button next to the user's email address to view a history of the user's bookings (both in this location and system wide).

Viewing the Booking Explorer

Related Articles