Skip to content
Go to cheqroom.com
  • There are no suggestions because the search field is empty.

Restrictions and Controls within the Booking Portal

How Cheqroom's permissions, equipment access, and field settings apply in the Booking Portal

The Booking Portal provides end users with a streamlined way to browse equipment and submit reservation requests without requiring access to the full Cheqroom workspace. It is not a separate system — it is a front-end interface into your existing Cheqroom workspace. That means all the controls, restrictions, and permissions you have already configured apply automatically.

This article explains exactly how each control layer behaves in the portal.

1. Item Visibility

Booking Portal displays only the items that an end user is permitted to see and reserve. Items are hidden from view (rather than shown as unavailable) in the following cases:

  • The item is flagged for maintenance or otherwise unavailable.
  • The item is fully booked for the date range the user has selected.
  • The item is restricted by Equipment Access — the user is not in an Item Group that includes that item.
  • The item is restricted to a location the user does not have access to.

Note: Unlike the main workspace, where unavailable items are shown with a status indicator, Booking Portal hides them entirely to keep the catalogue clean for end users.

2. Equipment Access Groups

TBD ON OTHER ARTICLE

3. Custom Fields

Custom fields appear in the Booking Portal in two places:

  1. Item Detail View

    • Custom fields configured on items (such as serial number, specifications, or category notes) are visible to end users when they click into an item — as long as those fields are not restricted by role visibility settings.

  2. Reservation Form

    • Custom fields configured on reservations (such as project name, cost centre, or purpose) appear on the form users complete before submitting their request. Custom fields for reservations can be optional or required.

    Field visibility in Booking Portal follows the same 'Visible to' rules set in Settings > Fields. If a field is hidden for a user's role, it will not appear in the portal.

Tip: Use field visibility settings to keep the Booking Portal clean for end users — hide internal admin fields that are only relevant to your equipment team.

4. Booking Restrictions

The booking restrictions configured in your workspace (Settings > General) apply equally in Booking Portal. 

  • INSERT UPDATED ARTICLE LINK

End users in Booking Portal cannot override these restrictions. Only users with the appropriate workspace permissions (such as admins with 'Ignore conflicts' enabled) can bypass them — and only from within the main workspace.

5. Permissions for Booking Portal-Only Users

Users assigned a Booking Portal-only role (including the new Booking Portal User system role) have a fixed permission set:

  • View items available to them (based on Equipment Access).
  • Initiate and submit reservation requests.
  • View their own reservation history and status.
  • Add comments to their reservations via the History tab.

They cannot:

  • Access the main Cheqroom workspace.
  • Edit a reservation once it has been submitted.
  • View other users' reservations.
  • Access reports, settings, or admin features.

Note: The permission set for Booking Portal-only users cannot be customised. To give a user more granular permissions, assign them a role with Full Access and configure permissions from there.

👁️ Notifications

No new notification setup is required for Booking Portal. Reservations submitted through Booking Portal trigger the same notification events as those created in the main workspace.

Your existing notification settings (Settings > Notifications) govern:

  • Confirmation emails sent to users when a reservation is submitted.

    Alerts sent to admins when a new reservation is received.

    Status change notifications when a reservation is updated, converted, or cancelled.

Tip: Before launching Booking Portal, review your notification settings to make sure end users receive clear confirmation emails when their reservation is submitted and when its status changes.