The booking/scheduling feature enables users to reserve and manage shared resources (e.g., rooms, vehicles, cell cultures) through an integrated calendar system that manages resource allocation and prevents scheduling conflicts.
The procuring feature allows users to order certain amounts of these resources, which can then be managed in bulk.
Making a Resource Bookable 👤🟩
You can make resources bookable so they appear in the scheduler (calendar).
1. Go to the resource's detail view.
2. Click Modify booking parameters
.
3. Enable Allow booking and configure the other parameters
4. Click Close to save.
5. A new field called Can book will appear next to Visibility and Can write. You may need to reload your browser tab for it to show.
6. Click on the ➕ icon next to Can book
7. Here you can restrict booking to specific users, such as your team, other teams, certain user groups or individual users.
Avoid the Everyone Permission
Only enable visibility, write, or booking access for everyone if you want the entire instance (all users of eLabFTW at TUM) to access the resource. See: Instance-Wide Booking
Instance-Wide Booking 👥🟦
To share bookable resources across teams or instance-wide:
Agree on standardized naming with other teams to avoid duplicates.
Check for existing booking systems to prevent double bookings.
Feel free to reach out to eln@ub.tum.de if you consider using this feature.
Booking a Resource 👤🟩
You can book a resource from either the resource detail view or the scheduler.
Option 1: From the Detail Page
- Click the book item icon.
Option 2: From the Scheduler
1. Open Scheduler from the top navigation
2. Filter for booking visibility scope, category and then select the correct resource.
Scheduling
After selecting the resource, you can create a booking in the scheduler.
1. Click or click-and-drag in the calendar to create a booking
2. Use the scheduler settings to switch between day, week, month, or list views. Navigate using the arrows on the left.
2. Click on the entry to edit time and date, comment, bind an experiment or resource or cancel the booking.
Booking Parameters
Calendar View
You can modify the scheduler to closer resemble a calendar view through the scheduler settings.
Managing Procurement and Placing Orders 👤🟩👥🟦
Just like a resource can be made bookable, it can be made procurable. Warning: This feature is still in beta.
First, make sure to allow procurement of the resource. Then specify the details.
If a resource is out of stock, you might want to create a procurement request.
You can place an order by clicking on the shopping cart icon on the resources details page.
Under Team and Procurement Requests you will then be able to get an overview over all orders. Here you can specify the received quantity, comment orders, change the state or delete orders.
