Availability View: Complete Guide
The Availability View is a powerful feature within Shelf's Advanced Asset Index that provides calendar-based visibility into your asset availability, upcoming bookings, and important deadlines.
Getting Started
Prerequisites
- Advanced Asset Index must be enabled in your workspace
- Team plan subscription (required for Bookings access)
- At least one asset with booking or reminder data
Accessing Availability View
- Navigate to Advanced Asset Index
- Go to Assets in your sidebar
- Click Advanced Index - Explained link
- Or access directly via the assets page toggle
- Switch to Availability View
- Look for the calendar icon in the toolbar
- Click to toggle between List View and Availability View
- Your view preference is saved per user
Understanding the Interface
Calendar Layout
- Timeline View: Shows dates horizontally across the top
- Asset List: Your assets displayed vertically on the left
- Booking Blocks: Visual representations of reservations and deadlines
- Status Indicators: Color-coded asset availability
Booking Information Display
When viewing bookings in Availability View, you'll see:
- Start and end dates/times
- Custodian name (who has the booking)
- Booking description (if specified)
- Status (Ongoing, Complete, Overdue)
Key Features
1. Future Planning
- See weeks/months ahead: Plan resource allocation in advance
- Identify conflicts: Spot potential issues with custodies / bookings before they happen
- Capacity planning: Understand asset utilization patterns
2. Filter Integration
Availability View works with all Advanced Index filters:
Category Filters
Example: Filter to "Camera" category to see only camera equipment availability
Location Filters
Example: Filter to "Studio B" to see what's available at that location
Status Filters
Example: Filter to "Available" to see only assets ready for booking
Custom Field Filters
Example: Filter by "Project Type" custom field to see project-specific equipment
Best Practices
1. Regular Monitoring
- Weekly Reviews: Check Availability View every Monday for the upcoming week
- Monthly Planning: Use month view for project planning and resource allocation
- Overdue Management: Daily check for overdue items requiring follow-up
2. Strategic Filtering
- Project-Based Views: Filter by custom fields for project-specific planning
- Location-Specific Planning: Use location filters for multi-site organizations
- Equipment Type Focus: Category filters for specialized equipment planning
3. Team Coordination
- Share Screenshots: Export views for team meetings and planning sessions
- Booking Coordination: Use to avoid conflicts during busy periods
- Resource Requests: Plan equipment requests based on availability gaps
4. Maintenance Planning
- Reminder Integration: Schedule maintenance during low-demand periods
- Preventive Planning: Use availability gaps for proactive maintenance
- Deadline Management: Track warranty expiration and certification renewals
Common Use Cases
Event Planning
Scenario: Planning a 3-day conference
1. Filter by "AV Equipment" category
2. Switch to 3-day week view covering event dates
3. Identify available projectors, cameras, and audio equipment
4. Create bookings directly from availability view
Production Scheduling
Scenario: Video production company scheduling shoots
1. Filter by "Camera Equipment" and "Lighting" categories
2. Use month view to see equipment availability
3. Plan shoots around equipment availability
4. Avoid conflicts with existing bookings
Maintenance Coordination
Scenario: IT department planning maintenance windows
1. Filter by "IT Equipment" category
2. Look for upcoming maintenance reminders
3. Schedule maintenance during availability gaps
4. Coordinate with existing booking schedules
Multi-Location Resource Sharing
Scenario: Equipment sharing between office locations
1. Filter by specific location
2. Identify underutilized equipment
3. Plan transfers between locations
4. Coordinate with transportation schedules
Getting Help
If you need assistance with Availability View:
- Knowledge Base: Search for specific topics
- Support Chat: Use the chat widget for real-time help
- Email Support: Contact support@shelf.nu for detailed questions
- Feature Requests: Submit ideas through our feedback system
Availability View is included with all Team plan subscriptions and requires Advanced Asset Index to be enabled.
