Room Reserve allows you to rent or loan equipment to patrons. Equipment can be anything can be reserved by a patron, including services.

Note: the first time you add a piece of Equipment, you'll need to use the Equipment list option on the main menu. After you've added equipment, that menu will disappear. Here's a video that shows you how to do it.

To create or configure an item or service access the Configure Equipment page from the Room Reservation Maintenance page.

The Equipment Configuration page has four primary options:

Edit (click name)	Clicking on the name of an existing piece of equipment opens the Equipment Configuration page.
Move Up/Down in Display Order (button)	Changes the order in which equipment appears in the reservation list.
Add New Equipment	Opens the Equipment Configuration page to add a new piece of Equipment
Delete Checked Equipment (button/check boxes)	Checking the box by an item and then pressing the button deletes it.

If you wish to add or edit equipment, the Equipment Configuration page allows you to set up the item or service you wish to add.

Equipment Name	Name the equipment or service something that will be easy for patrons to understand. For example, LCD Projector, Laser Pointer, or DVD Player
Independently Bookable	Can the item be reserved apart from a room? If so, it is independently bookable.
Booked-Via-Room Accessibility	When checked, the equipment item appears only on the staff version of a Room Reservation Form. The item does not appear on the public Room Reservation form.
Description	Describe the equipment or service.
Quantity on Hand	How many total units are available. If describing a service (such as Fee for Clean up if Refreshments are Served), how many times can you manage to provide that service during a given time period. For example, if you can only spare staff to provide clean up for one group at a time, the unit would be one.
Maximum Quantity Reserveable Per Request	How many units of one piece of equipment can be reserved per user request. For example, if there are three televisions available, how many can one person ask for at a time.
Image Path	Provide a URL for a picture of the room.
Other Information	Any other notes or requirements.
Requests/Status Change Email Name:	The name of the staff person who will get notified if there is any change in the reservation status of the equipment.
Request/Status Change Email Address:	The email address of the staff person who will get notified if there is any change in the reservation status of the equipment.

Below Equipment Information is the Equipment Costs section.



Cost Classifications are pricing rules based on the type of group requesting the item. Cost classifications allow you to set different pricing rules for different kinds of groups (students, seniors, non-profit, for profit, residents of a certain city, card-holders, ect). Cost classifications are not based on the item, but rather the person who requests the item.

If you choose to add a new cost classification, click Add/Edit Cost Classification. The Costing Maintenance window will open.To the right you have the following options:

Costing Name:	Enter a name for the classification. This should be unique.
Cost Classification Name:	Enter what type of Costing is being created (i.e. government, faith-based, for-profit, ect.). This doesn't have to be unique. For example, a Costing Name could be "City" or "County". They could both be classified as "Government".
Cost Classification Abbr:	How should the cost classification be abbreviated?
Standard Fee Type:	During regular hours, is there a flat or hourly charge for the equipment. It is possible to combine both. For example: $20 flat fee for up to 2 hours. $5 fee for each additional hour.
Extended Fee Type:	Assign fee rates if the item is bookable outside of normal library hours.
Deposit Enable:	Activates or deactivates a deposit requirement and the amount of the deposit. When activated, patrons must provide a deposit at the time the request is made.
Order Weight	Where in the order of cost classifications will this appear? Item weight is determined in units of 10. To make an item appear first on the list, set the weight to 10.
Save	Save your new Cost Classification

Next to the new Cost Classification table, you'll see a table of existing cost classifications. Click on the names to edit the information. Click copy to copy the details to the table on the left. You can also delete an existing classification.

Once you've entered all the appropriate Cost Classifications, you can set the prices for the item.

Not Applicable means that the group in question doesn't apply to that item. No charge means the item can be reserved by members of that group for free. To charge for the item, enter in the rates for each Cost Classification applicable.

Make sure you save all changes and entries.

Example:

You have a DVD player for rent.  You wish to charge non-profit groups $5 per hour, For profit groups $10 per hour, and off-duty staff members nothing.  You need three Cost Classifications: Non-Profit, For Profit, and Off-Duty Staff.  These classifications will be available for use for all items of equipment. The unique rate to rent the DVD player will stay only with the specific item, however.