After locating a Resource and selecting a booking time from the Bookings, Calendars, or Find a Time page, you are directed to the New Reservation page. From this page, the booking time can be adjusted and other reservation details can be applied such as adding additional Resources and participants to the Reservation. The Reservation is not completed until the Create button is selected at the end of the form. Reservations can be edited after they are completed.
Setting Up Reservation Details
Adjusting Reservation Owner and Time
From the top of the New Reservation page, options are available to assign the booking to another Organization member, adjust the booking time and create a recurring booking.
By default, the reservation time reflects the selections made from the Bookings, Calendar, and Find a Time Page. Default Resource settings such as minimum or maximum duration, are applied automatically.
To create a recurring reservation, select Repeat and choose how often the reservation should occur—Daily, Weekly, Monthly, or Yearly—and when the series should end. For example, a reservation set to repeat every third Friday until January 1, 2030 will automatically generate reservations based on that schedule.
Note: Only Group Admins and Application Admins can create or assign reservations to another Organization member through the Change link.
Adding Resources and Accessories
If you have access to multiple resources, you can reserve more than one within the same reservation. Click Change next to the Resources section to update the selection.
Resources that are unavailable during your selected time appear in red and cannot be selected. Resources that you don’t have access to will not appear in the list.
Hovering over the Resource name from the Reservation page displays additional details and settings for the resource. For instance, a lock icon indicates approval is required, and a check-in icon indicates that the resource requires check-in/check-out.
If any Accessories have been made available, click Add next to Accessories. Accessories are tied directly to a specific Resource and are added to the Resource Reservations by Administrators. Visit Creating and Managing Accessories to learn more.
From the Accessories menu, select the desired Accessories and quantity to add to the Reservation. Click Done to add your selections to the Reservation.
Reservation Description and Notifications
Add a Title or Description to the Reservation form to help others understand the purpose of the reservation. By default, the fields are not required. If needed, you may also upload attachments related to the reservation.
Your organization may also add custom fields to the form to gather additional information such as the department or lab name. The custom fields are created by Administrators through the Custom Attributes menu. For more information, see the Custom Attributes article.
If reminder notifications are enabled for the organization, you can choose to receive an email reminder before the reservation starts or before it ends. The reminders are sent to all reservation participants.
To learn more about setting up reminders, see Application Configuration Advanced Settings.
Invite Others to a Reservation
Colleagues can be included in a Reservation by entering their name or email in the Participant or Invitees menu. Use the Users or Groups link to selecting from current Organization members.
Participants are added directly to the reservation and receive an automatic invitation email.
Invitees receive an email with the option to Accept or Decline. Accepting adds them as participants; declining removes them from the invitee list.
Managing Existing Reservations
Existing reservations can be located from a variety of pages within your Scheduler account. View the Locating Resource Availability article for help on finding Resources.
Dashboard
One of the quickest and easiest ways to locate your personal reservations is from the account Dashboard. Select Dashboard from the Scheduler navigation bar and open the Upcoming Reservations section. Selecting the Reservation takes you to the the Editing Reservation screen where you can update the Reservation. After making your changes, click Update to save the changes.
Bookings
The Bookings view can also be used to locate existing reservations on a specific Schedule. From the navigation bar, click Schedule and Bookings.
The Bookings page displays each Resource name on the left and the reservation blocks for the Resource on the right. If your organization has assigned colors to resources or users, reservations will be displayed in different colors to indicate:
Reservations you created
Reservations created by someone else
Reservations pending approval
Reservations in which you are a participant
To switch to a different Schedule, click the schedule name at the top of the page. You can change the month by selecting the Calendar button, and navigate between weeks using the arrows on the right side of the screen.
To view details about a reservation created by another user, hover over the reservation block on the Booking calendar or click the reservation to see the reservation details.
To view all reservations you are associated with, go to the Schedule menu and select My Calendar. This page displays every reservation you’ve created, along with any reservations where you are listed as a participant or invitee.
Use the Change Calendar menu to:
Show all reservations
Filter by a specific schedule
View reservations linked to a particular resource
You can switch between monthly, weekly, and daily views using the controls on the right side of the page.
Resource Calendar
To view all the reservations for a specific Resource, from the Schedule menu select Resource Calendar.
Under Change Calendar, you can choose to display:
All Reservations across all schedules
Reservations for a specific schedule
Reservations for a resource group
You may also filter to a specific resource using the dropdown menu at the top of the page.
The calendar view can be adjusted to monthly, weekly, or daily using the controls on the right-hand side.
Search Reservations
Use Search Reservations to look up existing reservations in your Organization. From the Schedule menu select Search Reservations. Use the search form to search by Resource, Schedule, Title, Description, or Reference Number.
You can also limit your search to a specific day or a custom date range. After entering your search terms, click Search Reservations to view all matching results. Clicking any row in the results will open the detailed view for that reservation.
Checking In and Out of Reservations
Some organizations require Check In and Check Out of reservations to help prevent unused or abandoned reservations. By confirming both the start and end of your session, you ensure that resources remain available for those who need them and help maintain smooth, accurate scheduling across the lab.
To check in for an reservation, log in to your LabArchives Scheduler account and locate the upcoming reservation. From the Reservation, select Click Check In. If you do not check in within the required timeframe, the system will automatically release your reservation, allowing others to Book the Resource.
Tip: One of the quickest ways to locate your reservation is to visit your account Dashboard and the Upcoming Reservations section.
To check out of the reservation, go back to your Scheduler account, locate the reservation and and select Check Out. Checking out of a reservation early releases the Resource to others for booking.
Note: If your Organization has set up Reservation Reminders, you can also follow the View This Reservation link in the email to login to your LabArchives Scheduler account and navigate to your Reservation.