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Asset booking settings control when people can book assets, which rules apply, and what the booking form asks for. The settings apply to every asset booking in your organization.
You need permission to view asset booking settings to open this page, and permission to update them to save changes. The page only appears when the Asset Booking module is enabled.

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Open asset booking settings

1

Open Settings

Click Settings at the bottom of the sidebar.
2

Open Asset Booking

Under Core, click Asset Booking.
3

Make your changes

Changes save automatically. The page header shows Saving… and then Saved.

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Time constraints

Use Time Constraints to define when bookings are allowed.

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Booking rules

Use Booking Rules to set limits and requirements for bookings.
Even when Requires Approval is on, bookings created by someone with permission to approve asset bookings are approved right away. To control who approves pending bookings, set up approval rules in approval settings.

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Add a buffer rule

A buffer rule enforces a minimum gap between bookings on the assets you choose. Buffer periods show as non-bookable for non-admin users. Admins can book over them.
1

Add a rule

Under Buffer Time, click Add a buffer rule.
2

Choose assets

Next to For each of, select one or more bookable assets.
3

Choose the buffer

Select a buffer of 15 min, 30 min, 45 min, 1 hr, 90 min, or 2 hr. The default is 30 min.
To remove a rule, click the X next to it. A rule with no assets selected isn’t saved.

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Who can be assigned

Under Who can be assigned?, select the roles whose members appear in the assignee picker for asset bookings. You can choose Owner, Admin, Staff, Requester, or any custom role in your organization. Leave it empty to allow everyone.

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Reference number format

Use Reference Number Format to control how booking reference numbers are generated.
  • Prefix — up to 10 characters. The default is AB.
  • Format Template — build a format from tokens. Click a token to insert it at the cursor. Leave it blank to use the default format, {PREFIX}-{COUNTER}.
A custom format must include {COUNTER}. The Preview shows how the next number looks, using today’s date.

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Custom fields

Use Custom Fields to add fields people fill in when they create an asset booking.
1

Add a field

Click Add Field.
2

Set up the field

Enter a Field Label and choose a Field Type. You can also add a Placeholder and turn on Required.
3

Add type-specific options

For Dropdown and Multi-Select Checkboxes, enter the Options (one per line). For Number, you can set a Min and Max. For Date Range, you can turn on Include time.
Available field types are Text, Long Text, Number, Dropdown, Multi-Select Checkboxes, Date, Time, Date Range, Checkbox, File Upload, Location, Asset, Member, Phone Number, Email, Link, and Signature.

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Next steps

Reserve an asset

Create a booking with your configured settings.

Approval settings

Choose who approves asset bookings.