How can I reserve an asset on behalf of another user?

Administrators can reserve an asset for another user via the ONARKEN Management Portal. This feature allows customisation of the loan duration outside the standard Loan Rules or provides one-time access to an asset that the user does not typically have permission to borrow.

Prerequisites

Reservations must be enabled on your ONARKEN instance. To check or enable reservations, refer to the How do I enable Reservations? documentation page.

Permissions Required

To reserve an asset for another user, you need:

• Access to the ONARKEN Management Portal.
• The reservations.make permission.
  
  

Steps to Make a Reservation

1. Log in to the ONARKEN management platform.
   Use your administrator credentials to access the system.
   
   

2. Access the reservation tool.

   • Click the Quick Action button from the main navigation menu.
   • Alternatively, use the keyboard shortcut /.
     
     

3. Start a new reservation.
   Select Make Reservation from the Quick Action menu.
   
   

4. Choose a Smart Locker.
   Select the Smart Locker where the user will collect the reserved asset.
   
   

5. Select an available locker.
   Click on an available locker containing the desired asset. (Available lockers are indicated with a blue background.)
   
   

6. Search for the user.
   Enter the name or ID of the user for whom you are making the reservation.
   
   

7. Set loan duration (optional).

   • By default, the loan duration is determined by the asset’s Loan Rule.
   • To override this, set a custom duration in the Loan Until field.
     
     

8. Set reservation expiry (optional).

   • By default, reservations will auto-cancel based on the system's reservation cancellation rules.
   • To customise this, set a specific Reserve Until time.
     
     

9. Confirm the reservation.
   Click the Make Reservation button to finalise.
   
   

10. Notify the user (optional).
    If the New Reservation email template is enabled, the user will automatically receive a notification. They can then collect the asset by scanning their ID badge or entering the provided one-time code.