Are you looking for a better way to plan your inventory coverage for upcoming events? By associating your containers with your Events as you create them, you may view your container reservations in the Event schedule Calendar View.
First, decide if your container should be ASSOCIATED or RESERVED.
Associated Containers: Containers which are in the custody of the user who owns the Event. This container has been used or will be present/used in the Event. No special controls are placed on the container, but a relationship exists between the container and the Event. Associating a container will help track turns of that container by associating it with the events in which it is present. Associated Events appear in the Associated Events section in the table below the reserved event field.
Reserved Containers: Reserved Containers are not necessarily in the custody of the user who owns the Event, but is being earmarked for that upcoming Event. The container is reserved for an upcoming time and date for the Event in question, with the understanding that if it is not yet in the correct custody, it will be transferred to the designated custodian in time for the Event. Reserved containers may not be reserved for a second event, only one event at a time. The reserved event will be retained in the Reserved Event field unless changed and will be added to the Container Calendar view.
Associating your Container to an Event
To associate a container to an event, the first step is to assign your container to your upcoming Event (ideally as soon as the Event is created as the Event must be Open), so you will know if you need to request more inventory or have an upcoming shortage.
*Remember to read about the difference between Associating and Reserving in the section above before proceeding*
Create your Event.
Note: Including Event time, though not required, will improve your calendar view of your container reservations.
During Event Creation or after, add your container to the container assignments section for that Event
Make sure to Save all details!
Feel free to check your Event schedule in the Events Calendar view to assess upcoming Event coverage needs and consider whether your container should be reserved or associated.
You may also review your associated events for a container in the container detail screen via the table in the Associated Events section.
Reserve Your Container for an Upcoming Event
To reserve a container for an Event:
Locate the Container in Inventory
Click on the Container to access its detail screen
Scroll down to the Associated Events section and click to expand
In the field for "Reserve for upcoming Event", select the Event you wish to reserve the container for.
The reserved event will be retained in the Reserved Event field unless changed. Containers may only be reserved for one Event at a time.
If the container is currently in a different custody, you may click the "Transfer Now" button to transfer the container to the final destination.
Remember that in order to be used, the container will need to move to the appropriate custodian in time for the Event. If the container is loaned to a different custody, consider routing it to the appropriate user by setting a "Return to Custodian" for it.
Access the Container Calendar View
Navigate to the Inventory page
Select the filter for Containers
Select the Container Calendar view in the upper right corner
Use the filters at the top of the page to switch between Associated Containers (Future Events) and Reserved Containers (Reserved Events)
You'll see your reserved containers displayed in the calendar view (only containers reserved for Events)
Click on a container to open more detail and a link to the Event
Use this data to identify inventory gaps in coverage which might require you to make an inventory request for more trays.