Booking Equipment & Workspaces
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The Bookings page lets members reserve time on your makerspace’s equipment. This guide explains what members see, the rules a reservation has to meet, and how authorizations decide who can book. Bookings must be turned on for your makerspace for the Bookings link to appear.
Reserve equipment
Section titled “Reserve equipment”- Open Bookings from the main navigation.
- In the sidebar, pick a workspace or a piece of equipment. Use the search box to find a tool by name.
- Check the info panel for the Required Authorizations and any helpful links or guidance from the workspace.
- Choose New Reservation.
- Select the equipment (you can pick several to reserve them together), the date, and the start and end times. Add an optional reason.
- Submit. You’ll see a confirmation, and the booking appears under My Bookings.
Selecting a workspace shows a day view with a column for each bookable piece of equipment. Selecting a piece of equipment shows a week, day, or list view of its schedule. Times are shown in your makerspace’s timezone.
What a reservation has to meet
Section titled “What a reservation has to meet”A reservation succeeds only if all of these are true:
| Rule | Details |
|---|---|
| Equipment is available | It must be bookable and Online. Equipment in Maintenance or Offline can’t be reserved. |
| Length is allowed | Within the equipment’s minimum and maximum duration, and your makerspace’s overall maximum. |
| Not too far ahead | Within the makerspace’s advance-booking window. |
| No overlap | The time slot isn’t already taken. |
| Your membership covers it | Your membership plan, or an add-on on your membership, covers the equipment. Plans and add-ons that cover the whole space cover everything. |
| Authorizations held | You hold every authorization the workspace requires. |
If something fails, MakerVera tells you why, for example that the slot is already booked or that you’re missing a required authorization.
How your membership affects booking
Section titled “How your membership affects booking”A membership plan can cover the whole space or only chosen workspaces and equipment (see Places a Plan Covers). An add-on on your membership can cover more places (see Membership Add-ons); you can book those as if your plan covered them. In the reservation form, equipment your membership doesn’t cover is shown greyed out with Not in your membership and can’t be selected. If you try to book it anyway, MakerVera tells you which place your membership doesn’t include. When an add-on your plan offers covers that place, the message links to it: the link opens your Membership page with the add-on’s confirmation ready. If an add-on you’re removing covers the place only until its end date, booking a later date tells you when your access ends. This check comes before the authorization check, so you’ll see it first.
If you reschedule a booking on equipment your plan no longer covers (for example after switching to a plan with fewer places), the form shows that equipment as not in your membership and won’t let you submit.
Staff blocks and maintenance bookings aren’t checked against memberships. People without a current membership are not affected by this check.
How authorizations affect booking
Section titled “How authorizations affect booking”If a workspace requires authorizations, the info panel lists them under Required Authorizations. When you don’t hold all of them:
- You see a message that you’re missing required authorizations to book in that workspace.
- Reservations in that workspace are blocked until you earn them.
Authorizations come from completing the matching class or from staff granting them. Check your own list under Profile > Credentials, including expiration dates. An expired authorization stops counting right away.
Equipment that isn’t assigned to a workspace has no workspace requirement to check.
Reschedule or cancel
Section titled “Reschedule or cancel”From My Bookings you can reschedule or cancel your own reservations. Rescheduling goes through the same checks as a new reservation, including authorizations and overlaps. Canceling asks you to confirm.
For staff: blocking time and managing others’ bookings
Section titled “For staff: blocking time and managing others’ bookings”People with the Manage Bookings permission can also:
- Block Resources to hold equipment for maintenance or other use. Blocked time isn’t checked against authorizations, and blocking works on equipment in Maintenance.
- Cancel or reschedule other members’ reservations.
Creating blocks for several resources at once needs bulk booking turned on for your makerspace.
Troubleshooting
Section titled “Troubleshooting”I’m told I’m missing a required authorization. Open the workspace’s info panel to see which ones are required, then check Profile > Credentials. If you’ve taken the class, ask staff to confirm the grant. If it expired, retake the class or ask staff to renew it.
Equipment shows “Not in your membership”. Your plan covers only some places, and that equipment isn’t one of them. Ask staff which plans include it.
I can’t find a piece of equipment on the calendar. It may be marked drop-in (listed under Not Bookable), set to Offline, or in a different workspace.
The time I want is outside what I can pick. Check the equipment’s minimum and maximum duration and how far ahead your makerspace allows booking.
I can’t cancel someone else’s booking. That needs the Manage Bookings permission.