Equipment booking with notifications

Michael Philp

Hi all,

I have a few pieces of equipment that circulate around several remote locations in our business. What I want to do is create a form that allows my teams to book each of the three units out. Which is easy enough. I already know how to do that. However, what I also want to do is have the form automatically notify them which units are available on the requested date. On top of that, I'd also like a workflow set up that can automatically notify the last team that had the requested unit to ship it to the next team. AND, we'd like a calendar view so I can see which units are booked on which dates. Is this possible to do in Smartsheet? If so, how would I go about it?

Genevieve P.

Hi @Michael Philp

You could set up your sheet in Calendar View and then embed it on a Dashboard along with the Form. This way your users can view the available dates at the same time as booking the equipment.

I added these by Publishing the sheet and grabbing the Form link, then using two Web Content Widgets.

You'll notice I also used Conditional Formatting to colour each item in the Calendar view Task Bar so that you can easily see which item is booked.

Then in regards to setting up Workflows, you'll want to ensure you have a Contact Column in your sheet that you can configure the Alert to send to. Then you can set up a Time Based workflow which will send out based on the End Date that the item is booked for, reminding the user that it needs to be returned.

For example, my workflow above sends an Alert out one day before the End Date to the user in the Contact Column for that row. They will need to check the calendar for who the next team is, since that detail isn't associated with their row.

Let me know if this is what you're looking for!

Cheers,

Genevieve