How to modify asset hold durations before bookings?

The ONARKEN booking system incorporates a buffer period, or "hold" time, before a booking's scheduled date and time. This hold time ensures that assets are available, returned, and adequately prepared (e.g., charged) for use at the specified booking time. While the default hold time suits most scenarios, users or administrators can override this period for specific bookings or globally adjust it to meet unique requirements.

How the Default Hold Time Works

By default, the hold time is calculated using the following formula:

1. Loan Duration: The typical loan duration for the asset.
2. Late Return Grace Period: An additional hour is added to accommodate potential late returns.
3. Charging Time: A further hour is included for charging or preparation.

This buffer typically provides sufficient time to ensure the asset is available for the scheduled booking. However, certain situations may require adjustments.

Per-Booking Buffer Override

Users or staff members can adjust the hold time for a specific booking if necessary. This allows flexibility for individual needs without affecting the system-wide settings.

1. Log in to the ONARKEN Management Platform.
   Use your credentials to access the system.
   
   

2. Locate the Booking.
   Navigate to Loaning -> Bookings and find the desired booking.
   
   

3. Access Booking Settings.
   Select the booking and click Settings.
   
   

4. Update the Hold Duration.
   Enter the number of hours before the booking time that assets should be held.
   
   

5. Save Changes.
   Click Save to apply the new hold duration.

Important Note:

The buffer period can only be updated for individual bookings if the assets have not already been placed on hold for the booking.

Global Buffer Override

Administrators can adjust the system-wide buffer period to ensure assets are held for a longer or shorter duration before all bookings. This requires the bookings.configure_release_dates permission.

1. Log in to the ONARKEN Management Platform.
   Use an account with administrator privileges.
   
   

2. Access Booking Configuration.
   Navigate to Loaning -> Bookings and click the cog icon to open settings.
   
   

3. Update the Buffer Override.
   Enter the desired number of hours before the booking time that assets should be held.

   • To revert to the automatically calculated buffer, set this value to 0.
     
     

4. Save Changes.
   Click Save to apply the updated buffer period.

Important Note:

Changing this global setting only affects future bookings. Any currently pending bookings will retain their original buffer period.