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Equipment Schedule

The Equipment Schedule provides a timeline view of all equipment bookings across your company's equipment inventory. Use it to schedule equipment for projects, see availability at a glance, and prevent double-booking.

Accessing the Equipment Schedule​

Navigate to Calendar > Equipment Schedule from the main navigation menu.

Understanding the Layout​

The Equipment Schedule displays as a timeline with:

Left Panel (Equipment List)​

  • Each row represents one piece of equipment
  • Equipment name is displayed with its image (if available)
  • Only enabled equipment items appear in the schedule

Right Panel (Timeline)​

  • Horizontal axis shows dates (7-day view by default)
  • Each row corresponds to an equipment item
  • Colored bars represent bookings
  • Weekend days are highlighted with a gray background

Timeline Navigation​

ButtonAction
< (Previous)Move to the previous week
TodayJump to the current week
> (Next)Move to the next week

Date Display​

The current date range is displayed in the header, showing the week being viewed.

Viewing Bookings​

Booking Bars​

Each booking appears as a colored bar on the timeline:

  • Bar length corresponds to the booking duration
  • Bar position shows the scheduled dates
  • Colors are automatically assigned based on the booking title

Booking Tooltips​

Hover over any booking bar to see details:

  • Title - Equipment name and cost code category
  • Project - Client name and project name
  • Date - Start and end dates with times (or date range for full-day bookings)

Creating a Booking​

Method 1: Click on Timeline​

  1. Click on an empty area in an equipment row
  2. The Book Equipment dialog opens
  3. Fill in the booking details:
    • Equipment - Pre-selected based on the row you clicked
    • Project - Search and select the project
    • Title - Description of the booking
    • Start Date/Time - When the booking begins
    • End Date/Time - When the booking ends
    • Full Day - Toggle for all-day bookings
    • Cost Code - Optional cost code assignment
    • Description - Additional notes
  4. Click Save

Method 2: Drag to Create​

  1. Click and drag across time slots in an equipment row
  2. The dialog opens with start and end times pre-filled based on your selection
  3. Complete the remaining fields and save

Editing a Booking​

  1. Click on an existing booking bar
  2. The Edit Equipment Booking dialog opens
  3. Modify any fields as needed
  4. Click Save to update

Deleting a Booking​

  1. Click on the booking you want to remove
  2. In the edit dialog, click Delete
  3. Confirm the deletion

Booking Fields​

FieldDescriptionRequired
EquipmentThe equipment item being reservedYes
ProjectThe project the equipment is assigned toYes
TitleA name/description for the bookingNo
Start DateWhen the booking beginsYes
End DateWhen the booking endsYes
Full DayIf checked, time is ignored (all-day booking)No
Cost CodeCost code for job costing purposesNo
DescriptionAdditional notes or instructionsNo

Understanding the Timeline Display​

Day Columns​

Each column represents one day. The date is shown in the header as "Month Day, Year" (e.g., "Feb 14, 2025").

Weekend Highlighting​

Saturday and Sunday columns have a light gray background to help distinguish workdays from weekends.

Time Display​

  • Full-day bookings show only the date range
  • Timed bookings show start and end times in 12-hour format (e.g., "9:00am - 5:00pm")

Equipment Availability​

Use the Equipment Schedule to check availability before booking:

  1. Navigate to the time period you want to book
  2. Find the equipment row
  3. Look for empty space (no bars) during your desired dates
  4. If a bar exists, the equipment is already booked

Tips​

  • Plan ahead - Navigate to future weeks to plan equipment needs
  • Check conflicts - Before booking, verify the time slot is empty
  • Use cost codes - Assign cost codes to track equipment usage by category
  • Add descriptions - Include pickup/return instructions or special notes
  • Full-day for simplicity - Use full-day bookings when exact times don't matter

Equipment Setup​

Equipment items must be configured in admin settings before they appear in the schedule. See Equipment (Admin) for setup instructions.

Note: Only equipment with the Enabled flag will appear in the Equipment Schedule.