How to Generate a PDF Overview of Your Reserved Assets (Bookings)

Generating a PDF of Your Booking / Reservation

The bookings feature allows you to pre-book assets from your available inventory. Whether you're preparing for a big event or just need to keep track of equipment loans, having a printable list can be incredibly useful. Here's how to generate a PDF overview:

1. Navigate to any booking in your Shelf account
2. Locate the action dropdown menu
3. Click on "GENERATE PDF"

Tip: The PDF respects the search you've applied to the booking's asset list. If you search the asset list first — by name, asset ID, category, location, tags, or code — the generated PDF includes only the matching items. On a large booking, this lets you print a focused pull list (for example, just the items stored in one location) instead of the full asset list.

When a match belongs to a kit, the whole kit comes into the PDF with it, exactly as it does on screen. Searching for one lens prints every item in the camera kit that lens belongs to, so a pull list never asks someone to fetch half a kit. The totals at the bottom count only what the PDF shows.

What's Included in the PDF?

When you generate a PDF, the server creates a comprehensive document containing:

• Workspace name
• Booking name
• Custodian responsible for the booking
• Booking period (start and end dates/times)
• Booking description
• The asset table, with a number, image, name, quantity, kit, category, location, and QR code for every booked line
• Date of PDF generation

One Row per Booked Line

The table prints one row per booked line rather than one per asset. For individually tracked gear the two are the same thing: one item, one row.

It matters for quantity-tracked stock, where the same pool can reach a booking from more than one direction. Say a booking holds 10 sandbags: 4 booked loose, 3 carried in by kit Grip A, and 3 by kit Grip B. The PDF prints three sandbag rows, of 4, 3, and 3, each naming its own kit (the loose row leaves the Kit column empty). Before, those slices were collapsed into a single row showing one quantity and one kit name, which hid where the rest of the units were coming from.

Practical Applications

Users have found numerous valuable applications for this feature:

1. Pre-packing Checklist: Use the PDF as a checklist when packing items for transport, ensuring nothing is left behind.
2. Physical Sign-off: Collect physical signatures from custodians taking responsibility for assets, providing accountability.
3. Offline Backup: Keep a physical record of assets checked out, useful where digital access might be limited.
4. Inventory Audits: Quickly cross-reference physical assets against the booking list during audits or spot checks.

Best Practices

• Generate the PDF shortly before the booking start date to ensure up-to-date information.
• Consider keeping both digital and physical copies for redundancy.
• Use the QR codes on the PDF to quickly check in assets upon their return.