Built for Business Asset Check-Out and Scheduled Use
Control Asset Availability, Reservation Timing, and Returns
The Reservations feature is offered as part of the overall Asset Check-Out Check-In workflow, making our Business Asset Management Software a holistic solution for managing shared, company-owned items. With Reservations, users can view and request reservations for fixed business assets such as laptops, desktop computers, cell phones, walkie-talkies, radios, tools, safety gear, uniforms, and other department-issued items. Reservations can be checked out immediately after approval or scheduled for future use.
Each business asset’s location and assignment are tracked in a single system, allowing teams to see where items are stored, who they are issued to, and when they are expected back. When an asset is checked out temporarily, its scheduled return date helps teams track when it should be checked back in. Reservation and transaction records also help managers review asset availability and custody.
Multi-View Asset Reservation Tracking
BarCloud makes it easy to see exactly what’s available and what’s reserved. Users can filter items by status or switch to a reservation-focused view that displays all upcoming bookings.
For deeper clarity, the system also offers a calendar view—complete with day and hour formats—so teams can visually understand when items are in use and when they’ll be available again. This helps users review reservation schedules before requesting an asset for a particular time period.
View Your Items on a Calendar
Review Reservation Dates and Identify Scheduling Conflicts
We designed our Business Asset Tracking Software to present the existing reservations for a selected item in a calendar view. This makes it easier to manage reservations with intuitive visual representation of reservation dates that might be confusing otherwise.
Now, users with appropriate access can clearly see if a requested time period overlaps with another reservation. This also applies to the requestor as they would be able to select the desired time period on a calendar view. When the system detects an overlapping reservation, it can display a warning so the conflict can be addressed before the reservation is finalized.
A Faster, Smarter Way to Manage Every Reservation
BarCloud supports the reservation workflow, from selecting items and reviewing availability to completing check-outs. Once an item is checked out, its transaction records help document who has custody of it and when it is due back.
Intelligent Item Selection
Quickly add items to a reservation using barcode scanning, searching, filtering, or multi-select tools. Whether you’re working with fixed assets or stocked inventory, BarCloud ensures you can find what you need. Confirm the supported selection methods for each reservation workflow before publishing this list.
Inventory Quantity Control
For stock-based reservations, users can reserve exactly the required quantity. Confirm how quantities are allocated and made available again after a reservation or transaction is completed, as this may vary by workflow.
Automatic Conflict Prevention
Before a reservation is finalized, BarCloud automatically checks for overlapping bookings. If a conflict exists, BarCloud displays a pop-up message, so users can resolve overlapping bookings and maintain accurate schedules.
Seamless Checkout Conversion
When it’s time to pick up reserved items, BarCloud auto-fills the checkout form with all reservation details. The checkout transaction records the asset’s assignment or custody and applies the configured return-date workflow.
How does this benefit your organization?
Support Consistent Reservation and Return Workflows
Intuitive and User-Friendly
Our calendar view makes the Reservations feature easy to navigate and has a short learning curve, allowing your employees to easily adopt this as part of their standard workflows.
Consistent Alerts
At every stage of the reservation approval process, our system automates alerts sent via text messages or email. Administrators can configure reservation and due-date notifications, including their timing, recipients, and message content.
Fully Configurable
Administrators can customize the Reservations process to fit any organizational requirements, including supported security settings and notification options.
Fast, Flexible Equipment Reservation Creation
Reservation numbers can be automatically generated or customized, while date and time selections allow for precise scheduling of business assets such as laptops, desktop computers, monitors, tablets, cell phones, network devices, and other company-issued equipment. Depending on your workflow, reservations can be checked out to a person, a department, or a physical location, with administrators deciding which options each user sees.
Depending on the configured check-out workflow, an asset can be checked out to a person, a location, or both. A reservation defines the planned period of use; the check-out transaction records the asset’s actual assignment or custody. The applicable due date helps users know when the item should be returned.
Better Security with Role-Based Access
Configure Access Based on User Roles
BarCloud provides configurable security levels for the Reservations feature. The available actions depend on the assigned role and permissions; not every user can access or manage every reservation.
- All Employee / Non-System Users
- View Only Users
- Department Managers
- Concurrent System Users
- System Administrator
Set Up Asset Alerts However You Want
Configure the way you receive business asset reservations alerts
System administrators have the option to enable or disable alerts specific to each reservation. This includes what information the alert contains, and they can choose from existing BarCloud fields to include additional details in the alert. The system administrators can decide:
- The subject and content of the alert
- Scheduled check out/check in dates
- Locations that the asset will be in
- The delivery of the alert, either through text messages or emails
- To include information such as Asset Number or Model.
- The recipients of the alert, either the requestor, the requestor’s manager or both.
Due-date alerts can be configured to notify relevant recipients before, on, or after a scheduled return date, depending on the available settings. This helps users and managers follow up on items that are due back.
Utilize the My Work Assets Add-On
Allow Authorized Employees to Request Assets Without Full System Access
Depending on your business needs, you can also have employees that don’t interact with the Asset Management Software daily to utilize the My Work Assets add-on. We refer to these users as non-system users. Authorized non-system users can also have access to the “My Work Assets” interface add-on. They can use it to view the list of assets assigned to them, reserve items for future use, and place requests for maintenance in real time. This feature can also assist with the disposal of assets.
When authorized and configured for My Work Assets, non-system users can access its designated interface to view permitted assets, submit reservation or check-out requests, and request maintenance. These users do not automatically receive full access to the main asset management system. Available actions depend on their permissions and the organization’s configuration.
A temporary check-out reservation is different from a custody request. A reservation is for temporary use and follows a due-date and return workflow. A custody request is used to request an asset for ongoing assignment, with no scheduled check-in due date unless the asset is moved or reassigned later.
Not Just for Asset Management
Explore what else you can do with our systems
We also offer options for inventory control software or combined solutions that manages both inventory and assets. We have long-term solutions to support businesses as their needs change. Learn which option best fits your inventory and asset tracking workflows through a demo.
