Reserving Your Own People and Gear Across Events
Use the organization Procurements workspace to see every event's resource needs, reserve your own crew and equipment against them, hold quantities, and send needs to orders.
The organization Procurements workspace is where you fill event needs from your own inventory. Each event builds its own procurements, but your people, trucks and consoles are shared across every show. This page lists every need on your active events beside a calendar of what each of your resources is already committed to, so you can see who is free before you book them.
Open it from Operations, Procurements in the organization navigation. It is available to people who can view the organization's inventory.
How the Workspace Is Laid Out
The Needs rail on the left lists needs from every active event. Each card shows the resource type, the event and procurement it belongs to, its dates (or No dates), and, once units are placed, Resolved by with where they went. A need with more units committed than it asks for shows More units committed than needed.
The timeline on the right has one lane per resource you own: a lane for each person, one for each serialized unit, and one for each pool of a type and variant. Bars on a lane are that resource's existing commitments: reservations from events and org-direct work such as shop days.
The rail's filters are saved with the view:
- Coverage narrows by how far along a need is: Any state, Still open, Not started, Partially covered, Covered or On an external order. It starts at Still open, so finished needs drop out of the queue.
- Owner shows needs owned by one department, or Unassigned ones.
- Procurement shows one procurement's needs.
- Group by groups the rail by event, or not at all.
- Sort by orders it by start date, event, resource type or procurement.
Reserve a Resource for a Need
Select the need
Select a need in the rail. The timeline narrows to the lanes that can fill it, matched on resource type and variant, and the need's window appears as a tentative block on each of those lanes.
Pick the lane
Compare the tentative block with each lane's existing bars, then select the block on the lane you want. If the need has no dates, drag across the lane to set when instead.
Set the reservation
In the panel, check the Reservation spans (by default one span from the start of the need's first schedule block to the end of its last, and you can split it, for example around a go-home night), choose the Order the need goes on or add a new one, and review the estimated cost.
Reserve
Reserving creates a Planned reservation, a soft hold that everyone can see but that does not take the resource out of availability. It also puts the need on the order you chose; a new order is created on the need's event. Reserving a person does not add them to the event's crew yet.
Hold a Quantity and Name Units Later
Select the tentative block on a pool lane, instead of a person's or a single unit's lane, to hold a quantity: three of your ten laptops, with the units decided at load-out. Enter How many in the panel. Later, open the hold's menu and choose Name the units to pick the actual units. Naming fewer than the held quantity leaves the rest held, and naming them all replaces the hold. The amount held does not change, so availability does not move.
Warnings, Never Blocks
The panel warns and still lets you reserve:
- Double booking. If the resource already has a reservation in the window, the panel names it, for example that the person is committed to another event on those dates. This includes org-direct work.
- Availability. If the pool does not have enough free units across the span, the panel says how many more you are asking for than are free.
- No schedule. If the need's type is scheduled but the need has no schedule blocks, the reservation will show as unscheduled until the event builds a schedule.
Confirm, Change or Remove a Reservation
Right-click a reservation bar, or select it to open its details:
- Confirm hold moves it from Planned to Confirmed, which takes the capacity out of availability. If the person is not on the event yet, open the details and choose the collaborator to add them under before you confirm. Confirming adds them to the event's roster and sends nothing. A confirmation cannot be undone; remove the reservation instead.
- Name the units appears on quantity holds.
- Open in event opens the event's roster.
- Remove reservation deletes it and releases its units from the order line.
Reservations that an order created, or that were assigned at fulfillment, are changed through their order or in their event rather than here; their details say which. For what each reservation status means, see Coverage.
Send Needs to an Order
Not every need is filled from your own inventory. Select Send to order on a need, or check several needs and select Send to an order, then pick an existing order or name a new one and set the units for each need. This adds the needs to the order without reserving anything, so nothing appears on the timeline. An order belongs to one event, so the needs you send together must all be from the same event.
Place an Org-Direct Hold
Some work is not an event at all: a shop day, prep, a tentative hold on a freelancer. These org-direct holds go on a crew member's schedule.
Open the crew member
Add the reservation
Select Add reservation. Choose the Role, the Work mode, the State that prices it, the Start and End, a Status of Tentative or Confirmed, and any notes.
The dialog warns when the person already has a reservation in that window, and still lets you save. Org-direct holds show on the Procurements timeline alongside event work. Open one from the crew member's schedule to change its dates or notes, Confirm or Release it, or Delete it. Release a hold that was real and is no longer needed so it stays on record; delete one that was placed by mistake.