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- Lab & Equipment Booking
- Who it's for
- University labs
University labs
Teaching and research groups often share equipment and depend on a visible schedule. The booking record identifies an asset and researcher, while usage and maintenance records tell the next person what happened to the equipment. A coordinator can begin with the existing asset register and add reservations for the instruments that create the most scheduling pressure.
How Lab & Equipment Booking is set up for you
Identify the unit
Start with a small set of shared instruments.
Make the time visible
Assign people and assets before accepting reservations.
Close the handoff
Inspect service state before a class or study uses a unit.
Teaching and research groups often share equipment and depend on a visible schedule. The booking record identifies an asset and researcher, while usage and maintenance records tell the next person what happened to the equipment. A coordinator can begin with the existing asset register and add reservations for the instruments that create the most scheduling pressure.
Choose one location and a short operating period. Give each instrument an asset tag, serial number and current location. Add the people who will request or service it. Put a representative booking on the schedule with a real start and end, then record a session against that booking. The coordinator and reviewer should inspect the same linked records and agree what would permit the equipment to be used.
For a service case, assign a work order to a named person. Record the outcome and next due date when the work is done. If a permit or technician qualification applies, inspect its status and validity interval before releasing the work. Keep a case with an exception in the pilot, such as a conflicting reservation or an asset that is out of service, so the team can rehearse the decision that matters.
A charge can be reviewed against the booking and session once the lab agrees its pricing rule. Confirm who prepares the amount, who approves it and how the team reconciles a received payment linked to the asset. Expand the equipment set after the people doing the daily work can explain those handoffs from the records.
Features to start with
Roles on the team
- Clinical Reviewer
- Reads equipment, booking, use, permit, qualification and work evidence for a human review.
- Licensed Clinician
- Records assigned equipment use, readings and work updates.
- Clinical Coordinator
- Maintains assets, bookings, permits, charges and work orders; reads people and asset payments.
Set up Lab & Equipment Booking your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.