This article will run through loans and reservations within Keywhere.
The Keybook page of the KeyWhere Web App is used to manage loans and reservations. It is accessed by selecting Keybook from the left hand side menu.
Loans
1. On the Keybook page, the Loans tab is used to view, filter and edit loans.
2. The filter drop-downs can be used to filer visible loans by current, completed or all loans. You can also filter loans by borrower or property type.
3. Clicking on an individual loan opens the View Loan page.
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This page displays more detailed information on a specific loan, and is used for four main functions:
1. Extending the duration of a loan
2. Reminding a borrower that their loan is overdue
3. Returning a loan with no issues
4. Flagging a key as lost or broken
See this guide for more information on using the loans page to create, extend, and transfer loans.
Reservations
The Reservations tab is used to view, filter, and edit reservations.
1. The filter drop-downs can be used to filter the visible reservations by current or all reservations, and by repeat frequency for recurring reservations (read more about recurring reservations here). Real estate users can also filter reservations by borrower or property type.
2. Clicking on an individual reservation opens the View Reservation page.
This page displays more detailed information on a specific reservation, and is used for four main functions:
1. Issuing the reservation as a new loan
2. Editing the details of the reservation
3. Cancelling the reservation
Creating a Key Reservation
1. From the Keybook page, under the Reservations tab, click on the New Reservation button at the top right of the page.
2. Search for the key number or property address/asset name in the search bar, select the property then click Add Selected Keys. (Note, multiple keys can be selected).
3. Complete the New Reservation page by adding the borrower along with the dates the keys are required for. You can click the "+" symbol next to "Additional Information" (it turns to a "-" symbol when clicked) to set up an automatic reminder to the borrower before the reservation is due to begin.
4. You can also set the reservation to be a recurring reservation here. Read more about recurring reservations here.
5. When you are satisfied all the loan information has been filled out correctly, click "Reserve" to create the reservation.
6. Pending reservations will appear in the Reservations screen as below. They can then be issued or cancelled from this page by selecting as below.
**Tapping on the Issue button will issue the loan for the reservation with the return date that was marked on the reservation**
Indefinite Reservations
1. A reservation can be created to reserve a Key indefinitely. This allows the Key to be reserved indefinitely for clients that are expecting that Key to be reserved with no end date. Firstly, follow the steps to create a reservation and then select the Reserve Indefinitely checkbox. Once the information on the reservation is correct then select the Reserve button to create the reservation.
Recurring Reservations
1. Reservations can be made to repeat automatically on a fixed schedule, without having to re-create the reservation every time. To create a recurring reservation, follow the steps in "Creating a Key Reservation" and make sure to choose the repeat frequency in the "Additional Information" section.
2. Recurring reservations will repeat indefinitely, or until cancelled, but only the next 5 reservations will be visible in the Reservations tab. If the reservation is not issued 5 times in a row, it will be cancelled automatically.
Cancelling a Recurring Reservation
1. Instances of a recurring reservation can be cancelled the same way regular reservations can - simply click on the reservation you wish to cancel in the Reservations tab, then click "Cancel" on the details page.
The entire recurring reservation can also be cancelled from the details page of any occurrence of the reservation by clicking "Cancel Schedule". Please note that this will cancel all the occurrences of the reservation, not just the ones after the one cancelled.
Bulk Reservation Actions
1. You can Issue, Edit or Cancel reservations in bulk. First, go to your reservations and select the reservations you would like to issue, edit or cancel. Then click the dropdown and select your required action.
Issue Reservations
1. Once you have pressed 'Issue Selected', a confirmation popup will display. Read the information on the popup and confirm the selection by pressing the 'Issue' button.
Edit Reservations
1. Once you have pressed 'Edit Selected', a popup will display. In the popup, you will be able to change the borrower, reservation start and reservation end date. Once you have made the changes, press the 'Edit' button to save.
Note: Changes you make will apply to all the reservations you have selected.
1. Once you have pressed 'Cancel Selected', a confirmation popup will display. Read the information on the popup and then confirm by pressing the 'Yes' button.
