What are the three booking modes in Scanlily?

Checkout Mode (simple check-in/out like a library), Reservation Mode (reserve for future dates), and Reservations with Pickups Mode (reserve, physically pick up, then return with full tracking).

How do I access booking mode settings?

Click the upper right dropdown menu, select Settings, then Subscriber Profile to view and change your booking mode configuration.

Which booking mode should I use?

Use Checkout Mode for simple library-style lending, Reservation Mode for calendar scheduling without pickup tracking, or Reservations with Pickups for complete equipment tracking including who took items and when.

What is the Cancellation Policy setting?

It specifies how far in advance users must cancel reservations, preventing last-minute cancellations that would leave equipment unavailable.

What are Working Hours used for?

Working Hours define when reservations and pickups can occur, such as Monday through Friday during business hours, ensuring the system reflects actual operational availability.

How do I reserve an item?

Open the item, scroll to the bottom, click "Reserve," select your start and end dates/times, then click "Reserve" to confirm.

What happens after I make a reservation?

Once the reservation time period begins, you can click "Pick Up" to record physically collecting the item, then "Return" it when finished.

Can I scan an item to return it?

Yes, you can either scan the item's QR code or click the "Return" button to complete the return process.

How do I invite users to my Scanlily account?

Go to the Scanlily website, click your profile picture, select "Invite Users," then enter their email, first name, last name, and assign a user role.

User Roles determine what permissions each user has - what actions they can perform with items like adding, editing, deleting, reserving, or just viewing.

What permissions does a Standard User have?

Standard Users can add comments and photos to items, create and edit work orders, and make checkouts and reservations, but cannot add, edit, or delete items.

Why are User Roles important?

Roles provide security and workflow control, ensuring students or regular users can perform necessary tasks without having administrative capabilities that should remain restricted.

What are container-based equipment kits?

Containers group related items together (like a photography kit with camera, lenses, and accessories) that users can reserve as a single unit.

Do container items need individual QR codes?

No, containers can optionally have QR codes, and items within can have their own codes or not, depending on your tracking needs and labeling strategy.

What are custom item types?

Custom item types let Business subscribers create specialized field sets relevant to specific equipment categories, like photography gear needing different attributes than laboratory equipment.

What are custom categories used for?

Custom categories enable organizing equipment by program, department, class, or any relevant grouping, making it easier to find items and generate focused reports.

Can I generate reports on equipment usage?

Yes, Business subscribers can access comprehensive reports through the Scanlily website, filtered and grouped by categories, custom fields, and other criteria.

How do I create an equipment kit?

Create a container, add items to it either by scanning their QR codes, searching for existing items, or manually adding them, then users can reserve the entire kit.

Can students add items to containers?

User roles control this - typically instructors or administrators create and manage kits while students with Standard User roles can only reserve and use them.

How do I add a reservation to my calendar?

After picking up an item, click the edit function to access calendar integration options and add the reservation to your personal calendar.

Does Scanlily have AI features for equipment management?

Yes, current versions include AI image recognition that can automatically identify items from photographs, speeding up equipment kit creation, though this tutorial focuses on manual workflows.

Can multiple users work together on equipment reservations?

Yes, team member and Shared Action Team functionality allows collaborative equipment management where multiple users can manage reservations together.

How do I set up custom fields?

Business subscribers can create custom item types with specialized fields through the Settings menu, tailoring Scanlily to specific equipment management needs.

How to use Scanlily for Bookings and Equipment Management

Name: How to use Scanlily for Bookings and Equipment Management
Uploaded: 2025-08-26T10:22:06

Master Scanlily's equipment management system including three booking modes, user role management, container-based equipment kits, custom fields for specialized workflows, and calendar integration - perfect for schools, rental businesses, and organizations managing shared resources.

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