Booking equipment for your club

If your union lends out equipment, such as cameras, speakers or AV gear, your club can book it through the club portal. Bookings are made on behalf of your club, so every exec with access can see and manage them.

Finding Inventory

1. Log in to your Club account.

2. Go to Administration from the main menu.

3. Click on Inventory under Resources.

Inventory only appears when your union has a store open to clubs, or your club still has bookings on the go. To see it, your exec role needs the Union Forms permission. Club owners always have it. If you can't see Inventory, ask your club's owner to check your role.

Booking items

1. Open a store: On the Inventory page, find the store under Book from and click View store.

2. Check what's free: The store page shows an availability calendar. Each day shows how many items are free all day and how many are partly booked. Click a day to see the times each item is already booked.

3. Open the booking form: Click Book next to the club booking form.

4. Choose your times and items: On the form, click Choose Items. Pick a pickup date and time and a return date and time, tick the items you need from those that are free (each item shows its photo, if it has one, so you can check you're booking the right one), and click Save Items. Times are in half-hour steps, and you can book up to 12 months ahead. Some items can only be picked up and returned during set hours, or booked a set number of days ahead. If so, the hours are shown at the top, and only the times and days you can book are offered.

   

5. Finish and submit: Answer any other questions on the form and submit it. You can also save your progress and finish it later.

Your booking starts as a request for your union to approve. Once it's approved, collect the items from the pickup location at the pickup time, and return them by the return time.

Keeping track of your club's bookings

The Inventory page lists:

• Current bookings: requests, approved bookings and items your club has out.

• Drafts: booking forms started but not submitted. Click Continue to finish one.

• Book from: the stores open to clubs.

• History: your club's past bookings.

Each booking shows its status: Requested, Approved, Out, Overdue, Returned, Rejected or Cancelled. Click View to open the form that was sent, including any notes from your union.

Cancelling a booking

Click Cancel next to a booking and confirm. You can cancel a requested or approved booking at any time before its pickup time. After that, or once the items have been collected, contact your union.

Good to know

• Bookings belong to the club: any exec with the Union Forms permission can see and cancel all of your club's bookings, not just their own.

• Emails go to the club: pickup reminders, return reminders and overdue notices are sent to your club account's email address.

• Changes: you can't change a submitted booking's items or times. Cancel it and book again, or ask your union to change it.