Every resource has to have a completed device card before users can see and book the resource. Below, descriptions of device card fields are given, with examples. When creating a new infrastructure in Infrabooking, it is recommended that device admins collate this information in simple Word or Excel documents, so that it is readily available to those who enter new resources to the system.
Some of the fields are mandatory in the device card (red highlight), other are optional, and some are filled based on information elsewhere in the system. If only certain answers are accepted in a field, options are shown in bold font in square brackets, e.g. [yes/no].
Key facts
| ITEM | CLASS | DESCRIPTION |
|---|---|---|
| Status | MANDATORY | Toggles the resource available or not available. Only resources that are availalble can be booked by users. [available/not available] |
| Location | MANDATORY | The address where the resource can be found, or similar information.. |
| Room | MANDATORY | The room in which the resource can be found, or similar information. |
| Is training required? | MANDATORY | Determines whether users need some kind of permission(s), e.g. completed user training, to reserve this resource. [yes/no] Recommendation: Create first the device, but set this to "no". Then create the permission, and associate the permission with the resource. See Adding new devices to Infrabooking (A CHEM example)#Creatingusepermissionforthenewresource for more information. |
| Minimum reservation length | MANDATORY | Sets the minimum reservation length. Set to zero to disable the setting. |
| Maximum reservation length | MANDATORY | Sets the maximum reservation length. Set to zero to disable the setting. |
| Reservation change/cancellation limit | MANDATORY | Users can freely change or cancel their reservation X hours before the reservation starts. Can be set to zero. |
| Contact information | MANDATORY | Contact person for all matters concerning this resource. Very important to have one. |
| Pricing | OPTIONAL | Purely an information field for users. Nice-to-have information on pricing. Actual prices are set in the administrative interface, see Setting device use prices for details. |
Device information
| ITEM | CLASS | DESCRIPTION |
|---|---|---|
| Manufacturer | MANDATORY | Free text field. Be creative for devices built in-house. |
| Model | MANDATORY | Free text field. Be creative for devices built in-house. |
| Description | (MANDATORY) | Nothing breaks if Description and Properties are left empty, but it makes it difficult for users to find the resource. Resource search function looks into the Description field. |
| Properties | (MANDATORY) | Nothing breaks if Description and Properties are left empty, but it makes it difficult for users to find the resource. Resource search function looks into the Properties field. |
| Images | OPTIONAL | Image shown in resource description in the reservation system. |
| Host unit | SET ELSEWHERE | Fetched here from the resource hierarchy tree. |
| Administrator contact info | MANDATORY | One of the most important fields! The system uses this email address to send messages to the administrator(s). |
| Tags | OPTIONAL | Tags that can help users find the resource they need. Resource search function looks into the Tags field. |
| Capacity | OPTIONAL | Defines how many concurrent reservations are allowed. For most devices, 0 (not defined) or 1 is suitable. Larger capacity can be used for example a computer classroom with five identical workstations. Capacity of 5 would allow one reservation per workstation but no more. |
| Status change permission | MANDATORY | Determines if users can change the availability status without administrator intervention. This facilitates communication to other users, if something breaks when a resource is used. Changing the status immediately is faster than going throuhg an admin. Not used very much. [yes/no] |
Organization
| ITEM | CLASS | DESCRIPTION |
|---|---|---|
| MOTD | OPTIONAL | "Message of the day", information shown above the device reservation calendar. |
| Object group | SET ELSEWHERE | Fetched here from the resource hierarchy tree. |
| Object type | SET ELSEWHERE | Fetched here from the resource hierarchy tree. |
| Concise description | OPTIONAL | Purely an information field for admins, shown in the administrative interface. Not relevant for the average user. |
| Movability | MANDATORY | Specifies if the device is stationary (users come to the facility) or movable (device can be transported to the use site). [stationary/movable] |
| Item title | SET ELSEWHERE | Fetched here from the resource info form in the administrative interface. Field name there is "Resource name". See Adding new devices to Infrabooking (A CHEM example) for details. Recommendation: Do not change this calue here, even if you can. |
Terms of use & Additional information
| ITEM | CLASS | DESCRIPTION |
|---|---|---|
| Availability | OPTIONAL | Purely an information field for users. Nice-to-have information on who can gain access to the device. |
| Do reservation require approvals from administrators? | MANDATORY | [yes/no] If "yes", all reservations by users are created with status "conditional", waiting for admin approval. If "no", all reservations by users are created with status "confirmed". Not really used in the system at the moment, but maybe in the future. Admins have to keep an eye on approval requests in the administrative interface. Currently, emails about pending approvals are not sent. |
| Use requires approval from Aalto Research Ethics Committee? | MANDATORY | Are human subjects used in the research? Are there other ethics questions? [yes/no] |
| Does this resource contain technology under export control? | MANDATORY | Does the device contain technologies or processes that are under export control? See https://www.aalto.fi/en/services/responsible-internationalisation-export-control-and-sanctions-compliance-at-aalto for details. [yes/no] |
| Other terms of use | OPTIONAL | Purely an information field for users. |
| ITEM | CLASS | DESCRIPTION |
|---|---|---|
| Visibility | MANDATORY | Specifies the user groups to which the device is visible in Infrabooking. [everyone/users with required training/administrators only] |
| Attachments | OPTIONAL | Field(s) for storing e.g. user manuals for easy access. Attachments can also be added from the administrative interface. |
| Visibility in other reservation systems | MANDATORY | Specifies if the device is visible in other (future) reservation systems that may use the same back end. [no/all] |