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Lab & Equipment Booking
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Lab & Equipment Booking · Available now

Keep equipment time and service work connected.

Lab & Equipment Booking keeps an equipment reservation linked to an asset and the person using it. A coordinator can record a request, review the intended time, approve it and follow the booking through scheduled and in-use states.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewBooking requests for approval
Lab & Equipment Booking · Equipment bookings

Booking requests for approval

approval waits for the clinical coordinator

New equipment booking
Equipment bookings in view
6
Requested
6
IdAssetResearcherStarts atEnds atStatus
BOOK-2026-0412Water purification unit, lab 1Elena Calder13 Oct17 OctRequested
WO-2026-0188Benchtop centrifuge, lab 2Jin Okeke31 Oct06 NovRequested
USE-2026-0634Ultra-low freezer, sample roomAva Farouk17 Oct21 OctRequested
AST-2026-0117Water purification unit, lab 1Owen Nwosu26 Oct29 OctRequested
PER-2026-0251Biosafety cabinet, culture roomJin Okeke02 Nov10 NovRequested
6 of 6 records
BOOK-2026-0412Equipment bookings · EB-20221
Requested
AssetWater purification unit, lab 1
ResearcherElena Calder
Starts at13 Oct
Ends at17 Oct
Booking approvalEB-20221 · BOOK-2026-0412

Clinical Coordinator approves the requested booking after reviewing the asset and interval.

Waiting for Clinical Coordinator
ApproveReturn
Example screen with sample data
Tables, ready to use
17
Saved views
13
Roles with set permissions
5
Reports and dashboards
8
Features

Equipment work in view

Every feature works on the same records. Pick one to see the screen your team works in.

Equipment booking

Put each equipment request on a named asset and time interval.

  • Record the request
  • Compare intervals
  • Decide and schedule
  • Equipment bookings
  • Assets
  • People
  • Safety permits
Explore equipment booking
OverviewMy equipment bookings
Lab & Equipment Booking · Equipment booking

My equipment bookings

Equipment bookings

New
IdAssetStarts atEnds atStatus
BOOK-2026-0412Plate reader, assay lab12 Oct16 OctScheduled
WO-2026-0188HPLC system, analytical lab23 Oct25 OctArrived
USE-2026-0634Water purification unit, lab 129 Oct03 NovIn progress
AST-2026-0117Fluorescence microscope, imaging room19 Oct26 OctAwaiting review
PER-2026-0251Biosafety cabinet, culture room21 Oct23 OctCompleted
6 of 6 records
BOOK-2026-0412Equipment bookings · EB-55264
Scheduled
AssetPlate reader, assay lab
Starts at12 Oct
Ends at16 Oct
Example screen with sample data
Process

From request to use

Equipment request to completed use ships ready to use. 2 steps need a named approval before the work moves on: Booking approval (Clinical Coordinator) and Charge review (Clinical Coordinator).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Equipment request

    Name the asset, researcher and intended interval.

    BOOK-2026-0412EB-20221 · Clinical Coordinator
    Equipment requestBy Clinical Coordinator

  2. Booking approval

    Review the request against the asset and schedule.

    BOOK-2026-0412EB-20221 · Clinical Coordinator
    Booking approvalBy Clinical Coordinator
    ApprovalClinical Coordinator approves the requested booking after reviewing the asset and interval.

  3. Scheduled use

    Place the approved booking on the working schedule.

    BOOK-2026-0412EB-20221 · Clinical Coordinator
    Scheduled useBy Clinical Coordinator

  4. Usage session

    Capture the actual interval, rate and notes.

    BOOK-2026-0412EB-20221 · Licensed Clinician
    Usage sessionBy Licensed Clinician

  5. Usage review

    Inspect linked use and readings before completion.

    BOOK-2026-0412EB-20221 · Clinical Reviewer
    Usage reviewBy Clinical Reviewer

  6. Charge review

    Review the service description and amount before invoicing.

    BOOK-2026-0412EB-20221 · Clinical Coordinator
    Charge reviewBy Clinical Coordinator
    ApprovalClinical Coordinator approves the charge after reviewing the booking and amount.

Start with Booking review

Inside a record

Connected records

Open any equipment booking to see its usage charges, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Asset, Researcher, Starts at and Ends at.

  2. 2
    Usage charges

    Each line is linked to this equipment booking.

  3. 3
    Who works on it

    Clinical Reviewer, Licensed Clinician and Clinical Coordinator, each with their own permissions.

  4. 4
    Process stages

    Equipment request and Usage session, with the role that acts.

  5. 5
    Approvals

    Booking approval and Charge review, with who decides.

Booking requests for approvalBOOK-2026-0412
Lab & Equipment Booking · Equipment bookings

BOOK-2026-0412

Water purification unit, lab 1 · Requested

Log activity
1
Record details
AssetWater purification unit, lab 1
ResearcherElena Calder
Starts at13 Oct
Ends at17 Oct
2
Usage charges

BOOK-2026-0412

IdEquipment bookingService description
BOOK-2026-0412Thermal cycler booking, assay runCentrifuge use, two hours
WO-2026-0188Thermal cycler booking, assay runMicroscope imaging session
USE-2026-0634Biosafety cabinet, culture setupThermal cycler run
Usage charges
6
Total amount
2,050
3

Who works on it

  • Clinical ReviewerView asset assignments, Assets, equipment bookings, instrument…
  • Licensed ClinicianManage instrument readings, part usage, safety permits, usage…
  • Clinical CoordinatorManage Assets, equipment bookings, safety permits, usage…
4

Process stages

  • Equipment requestClinical Coordinator
  • Usage sessionLicensed Clinician
5

Approvals

  • Booking approvalClinical Coordinator
    Approved
  • Charge reviewClinical Coordinator
    Waiting
Example screen with sample data
Approvals

Decisions with an owner

Assign a role that matches the work the person performs.

OverviewApprovals
Lab & Equipment Booking · Overview

Approvals

Signed in as Clinical Coordinator

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • EB-20221BOOK-2026-0412
    Water purification unit, lab 1Requested by Elena Calder
    Requested2dActions
  • EB-81770WO-2026-0188
    Benchtop centrifuge, lab 2Requested by Jin Okeke
    Requested3dActions
  • EB-57203USE-2026-0634
    Ultra-low freezer, sample roomRequested by Ava Farouk
    Requested4dActions
  • EB-65033AST-2026-0117
    Water purification unit, lab 1Requested by Owen Nwosu
    Requested3dActions

Who approves what

DecisionApprover
Booking approvalReview the request against the asset and schedule.Clinical Coordinator
Charge reviewReview the service description and amount before invoicing.Clinical Coordinator
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Lab & Equipment Booking to the work that is theirs. Pick a role to see what it starts with.

Clinical Governance Administrator

Maintains person and technician qualification records and dated asset assignments.

This is the first screen this role sees.

OverviewQualification review

Qualification review

Technician certifications · Clinical Governance Administrator

IdTechnicianCertification typeEffective fromEffective toStatus
BOOK-2026-0412Samir VossDocument16 Oct23 OctPending
WO-2026-0188Jin OkekePrescribe29 Oct02 NovPending
USE-2026-0634Samir VossReview13 Oct16 OctPending
AST-2026-0117Priya SalcedoStudy investigator24 Oct02 NovPending
PER-2026-0251Tariq MercerDocument14 Oct21 OctPending
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Questions answered from records

Review equipment time, maintenance, permit dates and charges.

Overview
Lab & Equipment Booking · Overview

Lab & Equipment Booking dashboard

This quarter

Work orders in view
6
Preventive
2
Corrective
2
Inspection
2

Equipment bookings by status

How far records got this quarter

StageReachedStep
Scheduled41
Arrived1434%
In progress643%
Awaiting review233%

Number of equipment bookings by status

Sample counts per stage

100
-30Scheduled
-10Arrived
0In progress
10Awaiting review
-30Completed
Example screen with sample data
  1. 01Equipment time by asset

    Compare booking starts and ends by asset and status.

  2. 02Usage duration by booking

    Review session start and end times with the linked booking and rate.

  3. 03Maintenance work by asset

    Group work orders by asset, type, assignee and status.

  4. 04Service due register

    Show each asset's completed service and next due date.

  5. 05Permit validity

    Compare permit status and valid dates by asset and permit type.

  6. 06Technician qualification status

    Review qualification status and effective dates for each technician.

  7. 07Charge status by booking

    Compare draft, approved, invoiced and voided amounts by booking.

  8. 08Parts on hand

    Compare part quantity on hand with its reorder point.

All reports and dashboards

Who it's for

For shared equipment teams

See how Lab & Equipment Booking fits your kind of team.

Research labs

Shared instruments move between researchers with different booking windows and usage patterns.

University labs

Teaching and research groups often share equipment and depend on a visible schedule.

Testing facilities

A testing team needs a clear chain from reserved equipment time to recorded use and service follow-up.

Controls

Keep the handoff clear

Each stage of equipment request to completed use names the role that acts and the status it records, so a change is never anonymous.

OverviewEquipment request to completed use
Lab & Equipment Booking · Process

Equipment request to completed use

Each stage, the role that acts and the status it records

Process stages
9
Approval steps
2
Roles involved
4
Tables touched
7
Booking approvalApproval
Clinical Coordinator
StatusRequested → Approved
Scheduled use
Clinical Coordinator
StatusApproved → Scheduled
RecordsAssets
Usage session
Licensed Clinician
StatusScheduled → in use
RecordsEquipment bookings, Usage sessions
Equipment request to completed use
  1. Start
    Booking approvalRequested → Approved
    Clinical Coordinator
  2. Step
    Scheduled useApproved → Scheduled
    Assets
  3. Step
    Usage sessionScheduled → in use
    Equipment bookings
  4. Step
    Usage reviewIn use → Completed
    Clinical Reviewer
  5. Approval
    Charge reviewDraft → Approved
    Usage charges
Example screen with sample data

See each stage in detail

AI agent

Help for the next decision

Use Proto to help prepare and inspect equipment work.

It can

  • Clinical Coordinator: Show booking requests for a named asset and the intervals on its schedule.
  • Licensed Clinician: Summarize assigned service work and the linked asset state.
  • Clinical Reviewer: Collect the booking, session and reading records for human review.
  • Clinical Governance Administrator: List qualification records approaching their effective-to date.

Stays with a person

  • A person decides whether equipment is available, whether permit evidence is acceptable and whether a charge amount is approved.
  • Check the linked records and role permissions before changing status.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Lab & Equipment Booking
  • User directory
  • Finance system
  • Equipment source
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 17 tables
17tables
  • Equipment booking4
  • Asset register4
  • Usage sessions4
  • Maintenance work4
  • Safety and qualifications5
  • Usage and billing5
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set the equipment scope

    Choose the first location, assets and people. Verify tags, serial numbers and active service states.

  2. Rehearse booking

    Enter a request, inspect conflicts and approve the intended interval.

  3. Record actual use

    Link a session and any readings to the booking; compare planned and actual time.

  4. Rehearse service

    Assign a work order, inspect permits and qualifications, then capture outcome and next due date.

  5. Review charges

    Agree the pricing rule and move a sample charge through review and invoicing.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Lab & Equipment Booking.

All questions
How do I get started?

Click Get started, then use Proto to configure Lab & Equipment Booking for your business. Begin with one location, a few named assets and a representative booking cycle.

How does a booking identify equipment?

Each booking links to an asset. Use the asset tag, serial number and location to confirm the physical unit.

Who reviews a booking request?

Clinical Coordinator manages the booking record and can review its requested interval and asset before approval.

Can the team see actual use?

A usage session links to the booking and records its start, end, rate and notes.

How is maintenance tracked?

A work order links the asset and assignee. Service history records the completed outcome and next due date.

Where do permits sit?

Safety permits link to an asset and can link to a work order. They carry status, dates and an attached document.

How do we see qualifications?

Technician certification records link to a person and carry status, evidence and effective dates.

How are charges reviewed?

A usage charge links to a booking and carries a service description, amount and status from draft to invoiced.

How are payments recorded?

Payment records link to assets and contain the received amount, reference, date and status. Agree the matching practice during setup.

Can reports compare planned and actual time?

The booking carries planned start and end, while the linked session carries actual start and end for comparison.

Set up Lab & Equipment Booking your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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