Loaning

When assets are on loan, issues such as damage or functional problems can arise. Allowing users to report these issues when returning items to the lockers is vital for maintaining a satisfied user base and ensuring that faulty assets are not passed on to the next user.

ONARKEN provides a customisable Fault Reporting feature, which can be enabled through Loan Rules. This feature allows you to tailor fault reporting for specific asset types or loan durations, ensuring a streamlined and effective issue management process.

 

Fault Reporting Types in ONARKEN

ONARKEN offers three types of fault reporting, giving organisations flexibility in how issues are logged:

1. Yes/No Question:

   • Users are simply asked whether there were any issues with the asset.
   • This is quick and user-friendly but leaves issue diagnosis to administrators.
     
     

2. List of Options:

   • If users report an issue, they are presented with a predefined list of issue categories (configured within the Loan Rule).
   • This allows for faster categorisation of problems.
     
     

3. List of Options with a Custom Field:

   • Functions like the List of Options but includes a free-text field for users to describe the issue in their own words.
   • Ideal for detailed feedback but may extend the return process time.

Permissions Required

To enable and manage fault reporting, you must have the loan_rules.edit permission.

Steps to Enable Fault Reporting

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

2. Access the Loan Rules Tab.
   Navigate to Loaning -> Loan Rules.
   
   

3. Select the Rule to Edit.
   Click the arrow icon next to the Loan Rule you wish to modify.
   
   

4. Locate the Fault Reporting Section.
   Scroll down to the Fault Reporting section within the rule.
   
   

5. Enable Fault Reporting.

   • Check the Enabled checkbox.
     
     

6. Configure the Fault Reporting Type.

   • Select the desired fault reporting type:
     • Yes/No Question
     • List of Options (configure the predefined options as required)
     • List of Options with Custom Field
       
       

7. Save Changes.
   Click Save to apply the updated settings.

Benefits of Enabling Fault Reporting

• Improved User Experience: Ensures that users feel heard and supported when issues arise.
• Preventive Maintenance: Allows administrators to identify and address problems before they impact subsequent users.
• Customisation: Tailor fault reporting settings to suit specific assets and loan scenarios.
• Operational Efficiency: Streamlines the reporting and categorisation of asset issues.

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In ONARKEN, users can be assigned to individual Booking Allocations, ensuring that only the assigned user can collect the designated asset from a specific locker bay. This feature provides precise control over who can access assets reserved for bookings.

 

Default Booking Allocation Behaviour

1. Unassigned Allocations:
   By default, booking allocations remain unassigned. In this state, they can be collected by any user once they are automatically released after the booking date and time.
   
   

2. Automatically Assigned Allocations:

   • If the booking quantity is one, the booking owner is automatically assigned to the allocation.
   • If an Access Group is selected during the booking process, users in that group are automatically assigned to allocations, ensuring they can access their reserved assets.

 

Steps to Manually Assign Users to Booking Allocations

Follow these steps to assign users to specific booking allocations:

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 booking you wish to update.
   
   

3. Open the Assign Users Tool.
   Click the Assign Users button.
   
   

4. Search for a User.
   Use the search bar to find the user you want to assign to a specific booking allocation.
   
   

5. Assign the User.
   Once you locate the correct user, click Assign.

   • The assigner tool will remain open, allowing you to continue assigning additional users.
     
     

6. Complete the Assignment Process.
   When you’ve finished assigning users, close the assigner by clicking the cross icon in the top-right corner.

Why Assign Users to Booking Allocations?

Assigning users to booking allocations provides several advantages:

• Ensures accountability by restricting access to specific individuals.
• Prevents misuse of reserved assets.
• Streamlines group bookings by pre-assigning users to allocations.

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The bookings feature allows staff members to make bulk bookings, ideal for scenarios where multiple assets are needed for a specific date and time. For example, a lecturer can ensure sufficient assets are available for all students attending a lecture.

 

Prerequisites

1. Bookings Enabled: Ensure the bookings feature is enabled. Refer to the How to enable bookings? documentation for guidance.
2. Permissions Required: You must have the bookings.make_bulk permission to create bulk bookings.

 

Steps to Make a Bulk Booking

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

2. Access the Bookings Tool.

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

3. Initiate a Booking.
   Click Make Booking.
   
   

4. Select a Location.
   Choose the location where you would like to book the assets.
   
   

5. Choose an Asset Type.
   Select the type of asset required for the booking.
   
   

6. Set the Booking Date and Time.
   Specify when the assets are needed.
   
   

7. Determine the Booking Quantity.

   • If booking for a group of users, select an Access Group. The system will automatically set the booking quantity to match the number of users in the group, and each user will be assigned a booking allocation.
   • Alternatively, manually set the quantity to the number of assets required.
     
     

8. Adjust Installation Settings (Optional).

   • By default, the Book Across Installations checkbox is enabled, allowing your booking to utilise multiple Smart Lockers at the same location for greater capacity.
   • To ensure all assets are booked from the same Smart Locker, uncheck this option. Note that this may reduce the booking capacity.
     
     

9. Complete the Booking.
   Click Make Booking to finalise the reservation.

 

Post-Booking Details

• If an Access Group was selected in step 7, users in the group will be automatically assigned to individual booking allocations and can collect their assets at the booking time.
• If you manually set the booking quantity, assets will be released at the booking time for all users unless you manually assign a user to each booking allocation.

 

Relevant articles

How can a user book an asset?

 

 

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