The Agenda provides a simple, structured way to reserve equipment, rooms, and zones while giving teams full visibility into ongoing and upcoming activities. With built-in availability checks and smart alerts, it helps you avoid scheduling conflicts and keeps everyone aligned.
The Agenda is available only to users whose licenses include the Asset Management extension.
Create a New Reservation
Follow the steps below to book equipment, rooms, or zones.
1. Access the Agenda
From the Homepage, go to the left-side menu and click Agenda.
2. Choose your entity :
Selecting your entity allows you to access the appropriate project and reservations.
3. Start a New Reservation
Click + New Reservation in the top-right corner or simply select a date in the calendar and click + Add Booking on that specific day. With the second option, the date will already be pre-filled.
4. Add Reservation Details
- Enter a reservation name
- Select a category
- Set the start and end times
- (Optional but recommended) Add a short description to help others understand the purpose of the reservation.
Important:
By default, Common reservations block the equipment, preventing other users from making a booking at the same time.
However, reservations categorized as Maintenance, Failure, Decontamination, Qualification, or Pathogen Handling allow you to choose whether to:
- Notify other users
- Or fully block access to the affected resources
5. Find the Concerned Equipment, Rooms, or Zones
Use the search bar to quickly locate the equipment, rooms, or HVAC units you want to reserve. Select the resource type first, then type your search query and press Enter to see all matching results.
Depending on the type you’re searching for, you’ll also see helpful context:
- Equipment: room + building location, and whether it’s available or in use
- Rooms: building, and availability status
- HVAC: building, number of affected zones, and availability status
This makes it easy to confirm you’re selecting the right assets before completing the reservation.
6. Add Resources to Your Reservation
Once the search results appear, simply click on the asset(s) you want to include in your booking. You can reserve one or multiple assets at the same time.
When you click on an equipment in the search results, it is automatically added to your reservation list.
Rooms work slightly differently: clicking on a room will display its related equipment for context, but the room itself is not automatically added to your reservation. To reserve the room, you need to check the box next to it manually.
For HVAC, all rooms and equipment connected to it are automatically booked.
If you plan to use a piece of equipment in a room other than its assigned storage location, you’ll be asked to specify where the equipment will be used. This ensures booking clarity and helps maintain accurate operational records.
7. Save Your Reservation
Once all required fields and resources are added, click Save.
If the Save button is greyed out, it means at least one selected resource is not available at the chosen time. You can check availability directly under each item’s name in the search results before adjusting your reservation details.
View Your Reservations
1. General view
- Navigate to the Agenda.
- Make sure My Bookings is selected in the lower-left corner to filter the view to your own reservations.
- Choose your preferred calendar layout (weekly or monthly) depending on your needs.
- Use the filters to display only what you need. Select the project and the reservation type.
You’ll now find a summary of all your reservations in the calendar. If you want to revisit past or future bookings, you can navigate back and forward in time using the arrows in the top left area of the Agenda.
2. Reservation
To view your reservation, you can either select a date to see all reservations for that day on the left side of your agenda, or directly select the reservation itself in the planner.
For a reservation, you should see the name, description, date, the person who made the reservation, the type of reservation (Common, Failure, Maintenance, etc.), and the element that has been reserved.
You will also see the impacted room and the selected equipment.
3. Conflict
If there is an existing conflict, you will be notified by an icon and a conflict message.
In that case, you can directly click on the name of the conflicting reservation to view it in more detail.
Conflict Hierarchy
By default, common reservations are blocking. If you make a common reservation for a piece of equipment, your colleague will not be able to reserve the same equipment at the same time. However, if someone needs to make a non-common reservation (Maintenance, Pathogen Handling, etc.), they will be able to do so.
Non-common reservations have higher priority than common ones for safety reasons. If you make a common reservation and someone creates a non-common reservation at the same time, you will receive an email notification and will also be able to see the conflict directly in your calendar.
There are two types of non-common reservations:
Blocking (Red): Indicates that it will not be possible to use the equipment at all, and you will need to adjust your schedule accordingly.
Informative (Orange): Indicates that something is happening, but it should not prevent you from using your equipment.
If your organization operates across multiple buildings, use the facility dropdown at the top of the Agenda to ensure you’re viewing bookings for the correct location.
Edit a Reservation
1. Open the reservation
From the calendar view, click the booking you want to update. A pop-up window will appear showing key details.
2. Edit the reservation details
Click Modify to unlock all editable fields. You can adjust the reservation name, category, timing, description, and any assigned resources.
3. Save your changes
After making your updates, click Save to confirm the changes and update the reservation in the Agenda.
After opening a reservation from the calendar, click “Duplicate.” From here, you can make any necessary adjustments – such as updating the start and end time, changing the category, or selecting different resources – before saving it as a new booking.
Cancel a Reservation
If a booking is no longer needed, you can remove it at any time:
- Open the reservation directly from the calendar view in the Agenda.
- Click “Delete reservation.”
- Confirm the deletion if prompted.
Once deleted, the reservation will no longer appear in the Agenda for you or your colleagues.
Add an Additional Calendar
If you frequently work with specific equipment, rooms, or zones, you can create custom calendars to keep track of their availability. This makes it easier to anticipate busy periods, plan your work, and avoid scheduling conflicts.
To create a new calendar:
1. Go to the Agenda
Open the Agenda from the left-side menu on the Homepage.
2. Click “Add calendar”
You’ll find this in the left sidebar of the Agenda.
3. Select the resources you want to track
Use the search bar to find equipment, rooms, or HVAC zones. You can mix resource types to build a calendar view entirely tailored to your needs.
4. Name your calendar and choose a color
This helps you quickly identify it among your other calendar views.
5. Click “Create calendar”
Your custom calendar will now appear below My Bookings in the left sidebar.
You can create as many calendars as you need, so you always have the right overview for your workflow.