Reservations

Reservations hold individually tracked assets for a future activity or job. Approval prevents the same asset from being approved for an overlapping reservation, and changes the asset to Reserved — or straight to Assigned when the reservation is linked to a job, because approval hands those assets over immediately.

#Reservation lifecycle

Pending Approval → Approved → Completed

A pending reservation may be Rejected. A pending or approved reservation may be Cancelled. Reservations are not editable after creation; cancel and create a corrected request when key details change.

#Create a reservation

1. Open Asset Management > Reservations.
2. Select Create Reservation.
3. Enter a clear reservation name or event name.
4. Set the start and end date/time. The end must be after the start.
5. Select a destination location when the assets are expected to move.
6. Optionally link a job.
7. If you select a job, select the required consignee.
8. Select one or more individually tracked assets — type a name or code to narrow the list, or type or scan the exact asset code and press Enter (or complete the scan) to add that asset directly.
9. Add operational notes.
10. Submit the reservation for approval.

The page may show an asset that later fails the availability check. OCTO Ops validates time conflicts when the request is saved and does not allow an asset already included in an overlapping Pending Approval or Approved reservation. An asset added by typing or scanning its code goes through the same check when you submit — resolving the code does not guarantee the asset is free for this period.

#Approve or reject a reservation

1. Open the Pending Approval reservation.
2. Review its period, selected assets, destination, job, consignee, and notes.
3. Select Approve or Reject.
4. Confirm the decision.

Approval changes all included assets to Reserved.

If the reservation is linked to a job, approval instead creates an Active asset consignment with one line for each asset, and those assets go straight to Assigned — they are in the consignee's hands from that moment, not held for later. Use the consignment to track each item while it is out.

#Create a transfer from a reservation

An Approved reservation can create a transfer automatically only when:

• every asset currently has the same source location;
• the reservation has a destination;
• the destination is different from the source; and
• the reservation has not already created a transfer.

To create it:

1. Open the Approved reservation.
2. Confirm the source and destination meet the conditions above.
3. Select Create Transfer.
4. Open the generated transfer and complete its approval, dispatch, and receipt workflow.

If assets start from different locations, create separate transfers manually for the appropriate source groups.

#Complete a reservation

1. Open an Approved reservation after the work is finished.
2. Ensure physical returns and any linked transfer or consignment work have been resolved.
3. Select Complete and confirm.

Assets still in Reserved status return to Available. A linked active consignment is closed when it has no open consigned lines.

#Cancel a reservation

1. Open a Pending Approval or Approved reservation.
2. Select Cancel and confirm.

For an Approved reservation, assets that are still Reserved return to Available and the linked consignment is cancelled. Assets whose status has already changed through another workflow are not forced back to Available.

#Current limitations

• There is no calendar or recurring-reservation view in the current page.
• The system detects time conflicts but does not suggest alternative assets or dates.
• Bulk group quantities cannot be reserved.
• Approval marks all included assets Reserved, or Assigned when the reservation is linked to a job; review all lines before confirming.