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How to Make an Equipment Booking Request

In this guide we will look at how to make an Equipment Booking Request and how to check whether your Request has been Approved.

Access: The permissions to access Equipment Booking Requests can be found in the Diary module from within Config > Setup > Roles and Permissions.


See Also: How to Configure the Diary Module and How to Manage the Equipment Register.

To make an Equipment Booking Request, first go to Modules > Diary > Equipment Booking Requests.


Click New.


This will load the Equipment Booking Request form.

Equipment Booking Request

Enter all the required information, any field with an asterisk (*) is mandatory.

  • Equipment – Select the required Equipment from the dropdown
  • Quantity – Select how many of the item you require, the number of available items is set within Config > Diary > Manage Equipment, the quantity you are able to request is restricted to the number of items listed in this section.
  • Location – Select the room the Equipment is needed in.
  • Start Date – Select the Start Date and Time for the booking request.
  • End Date – Select the End Date and Time for the booking request.
  • Description – Enter some notes to help the approver understand what the Equipment is to be used for.
  • Recurrence – If you will need to book the same Equipment on a regular basis, you can use this to make the Equipment Booking Request for multiple Dates and Times.

Once you’re happy click Save.


If your selected Equipment is not available on your selected Date or Time, when you click save you will see the following message. Amend your Equipment Booking Request using the Date/Time fields and then press Save.

Equipment Not Available Message

You will receive confirmation in the top right hand corner that the Equipment Booking Request has been created.


The request will display on the Equipment Booking Request page with the status Requested until the approver for your school has reviewed it.


Once your request has been reviewed and responded to, you will receive a Notification in the top right hand corner of your screen, click the Notification Bell to view the Notification. Then, click on the Notification regarding the Equipment Booking Request to view the message.

Notification Bell

The message will tell you whether the Equipment Booking Request was Allocated or Declined.

Allocation Confirmation Message
Updated on February 22, 2024

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