Adding Assets and Kits to a Booking

After configuring the name, booking period and custodian for a booking you can start adding assets and/or kits. Configuring the booking period prior to adding assets or kits is required because the system needs to know if the selected assets will be available for booking during that period. It could be that certain assets are already part of a booking during the selected period.

Adding assets to a booking

Clicking Add assets will open an asset manager modal that allows you to browse assets available during the specified booking period. Use the filters and search bar to quickly find the assets you would like to add.

1. Click Manage assets
2. Select the Assets you would like to add by checking them
3. Use the filters or search bar to quickly find assets
4. Click Confirm to add your selection of assets to the booking

Removing assets from a booking

1. Find the asset(s) you would like to remove in the index
2. Click the dropdown icon and click Remove
3. Alternatively, click Manage assets, uncheck the asset(s) you would like to remove and Confirm

Adding kits to a booking

If you or other users have configured one or more kits you'll be able to utilize this when creating a booking. By adding a kit to a booking you are simply adding assets that are grouped together at once.

1. Click Manage assets
2. Switch from Assets to Kits using the tabs
3. Select one or multiple kits
4. Click Confirm to add your selection of kits to the booking

Adding items to a booking that's already active

You don't have to finalize the whole list before checkout begins. You can add assets and kits to a booking that's already Ongoing or Overdue using the same Manage assets modal, the Add to booking option on an asset or kit page, the bulk Add to booking panel, or by scanning.

Items added to an active booking join it as line items and stay Available until you check them out. They aren't force-checked-out just because the booking is already underway, which fits the progressive checkout flow where gear leaves in stages. The only thing you can't add is an item that's already checked out on another active booking, since that would double-book it.

Finding and sorting assets on a booking

Once assets are on a booking, the asset list on the booking page has its own search and a Location column so you can find items quickly — useful on large bookings where scrolling isn't practical.

• Search the list by typing in the search bar. It matches across an asset's name, asset ID, category, location, tags, and its QR and barcode values. Separate multiple terms with a comma to match any of them (for example, studio a, lens returns items in Studio A and anything named "lens"). If a match falls inside a kit, the whole kit is shown so you keep the full bundle in view.
• Location column: each row shows where the asset (or kit) is stored. Click the Location column header to sort the list by location — handy for grouping a pull list by room or shelf before checkout.

Sort options

Click any sortable column header, or use the sort control, to reorder the list. A tooltip next to the control explains the two booking-specific options:

• Item type groups kits first and then standalone assets, so you can work through a bundle in one pass.
• Status sinks fully checked-out items to the bottom and keeps the items you still need to hand out on top. This is especially useful during progressive checkout, when a booking holds a mix of Available and Checked out items at the same time.

When you sort by any other field, kits and standalone assets are interleaved by that field instead of kits always sitting on top, while each kit's members stay grouped together.

The search you apply here also carries through to the Generate PDF overview, so you can print a focused list of just the matching items. See How to Generate a PDF Overview.

Related articles

• Introduction to Bookings
• How to create a Booking
• How to Generate a PDF Overview of Your Reserved Assets
• Custody Feature for Long-Term Equipment Lend-Outs