The intention of this guide is to lay out the benefits of each strategy and provide a decision framework for setting up a client’s Cheqroom instance.
Three main booking strategies exist in Cheqroom: Centralized (managed by dedicated staff), Decentralized (managed by end users), and Hybrid (combination of both approaches)
Centralized booking works best for organizations with dedicated equipment staff and high-value items, while Decentralized is ideal for high-volume transactions and limited staff resources
The choice of strategy depends on key factors including staff availability, equipment value, transaction volume, and specific handling requirements.
Decentralized Method
In decentralized booking management, the ownership of bookings is distributed among users. The end user is responsible for creating a reservation, checking out equipment, and checking it back in at the end of their reservations.
Examples
- A student selects which equipment they need for a class and makes a reservation in the Cheqroom app. When it is time, the student goes to the equipment room, selects their reserved equipment and checks it out.
- AV teams use Cheqroom to select kits they need for future events and make a reservation to make sure it is available for them. They check out equipment at the designated time, and return it when finished.
Benefits
- Reduces administrative overhead by distributing booking responsibilities across users
- Empowers end users with more control and flexibility over their equipment needs
- Increases efficiency by eliminating the need for intermediaries in the booking process
- Provides real-time visibility of equipment availability to all users
- Helps users develop responsibility and accountability for equipment management
- Scales well with growing organizations as it doesn't create bottlenecks in the booking process
Key considerations
- All end users who will eventually use equipment need to be added as users in Cheqroom. This is most efficiently managed through SSO integration.
- Flags and equipment access groups can be used to help manage who can select which equipment. This is particularly useful if assets have different levels of restrictions (example: Drones, or high value lab equipment that requires certification before use)
- User training is important to ensure proper usage of the system and reduce errors in booking procedures
- Picking (link article) can help users select the correct equipment they need without needing to select an individually numbered item.
- Consider implementing approval workflows or signed agreements for certain high-value or specialized equipment
Centralized Booking
In a centralized booking strategy, bookings are managed by one or a few key representatives. Think of this method as a library model. Here, end users of equipment work through centralized managers to create reservations, find equipment to check out, or complete maintenance.
Examples
- A student comes to the gear room to find lab equipment needed for a class. When they have their item, the gear closet manager enters the check out into Cheqroom. While the item may be assigned to the student, that student is not logging into Cheqroom.
- AV team gets a list of future events from the events team. They divide up equipment and make reservations in Cheqroom, so when the ground teams arrive, they can be given the right equipment. A checkout is created in Cheqroom assigned to the ground team, but transaction is logged in Cheqroom by the AV team.
Benefits
- Provides greater control over equipment management and tracking
- Ensures consistency in booking procedures and documentation
- Reduces the risk of user errors in equipment selection and handling
- Allows for better oversight of equipment usage and maintenance schedules
- Simplifies user training as fewer people need to learn the system
- Enables better quality control of equipment handling procedures
- End users should still be created in Cheqroom for accountability, but these users do not need to log in.
Key considerations
- May create bottlenecks during peak usage times
- Requires dedicated staff to manage bookings and equipment
- May not scale well with organizational growth without adding more resources
- Limited hours of operation can impact equipment accessibility
- Need clear communication channels between users and booking managers
Hybrid Booking
A hybrid booking strategy combines elements of both centralized and decentralized approaches. In this model, certain equipment or user groups follow a centralized booking process while others operate in a decentralized manner.
Examples
- High-value or specialized equipment requires centralized booking through equipment managers, while common or lower-risk items can be booked directly by users
- Experienced users have direct booking privileges, while new users must go through a centralized booking process until they demonstrate proficiency
Benefits
- Provides flexibility to accommodate different equipment types and user needs
- Balances control and efficiency in equipment management
- Allows for graduated access as users gain experience
- Optimizes resource allocation based on equipment value and risk
Key considerations
- Clear policies needed to define which equipment or users fall under each booking method
- Requires robust system configuration to manage different access levels
- May need more complex training programs to cover both booking methods
- Important to maintain consistent documentation across both booking approaches
Key Questions to Consider:
- Do you have staff dedicated to managing equipment?
- What is the value and sensitivity of your equipment?
- What is your daily transaction volume?
- Do different items need different handling procedures?
- What is your user technical proficiency level?
Final Recommendation:
- Choose Centralized if you have dedicated staff and high-value equipment with consistent rules
- Choose Decentralized if you have high transaction volumes or limited staff resources
- Choose Hybrid if you need different rules for different equipment types or user groups