Reservations Management Software

Asset Panda supports inspection-before-use workflows by combining asset status controls, custom forms, and visibility rules. You can require users to complete a Vehicle Safety Inspection form that updates the vehicle’s Status to “Approved for Use.” The vehicle check-out form can then be configured to appear only when the asset is in that approved status. If the inspection fails, the status remains “Out of Service,” preventing checkout. All inspections and check-outs are logged in the Activity Stream, providing clear accountability without relying on rigid workflow automation.

Yes. Asset Panda can restrict users to reserving only assets from their own department or location by using Limited Record Visibility or User Templates with filters. Administrators configure visibility rules so users only see asset records assigned to their department or location. Because reservations are created from the assets a user can see, this automatically limits their ability to reserve equipment outside their authorized area, while role-based permissions control what reservation actions they are allowed to perform.

Asset Panda can automate reservation confirmation emails using Automations that send notifications when a reservation is created or updated. While the system does not automatically generate PDF receipts, you can require a digital signature on a checkout or confirmation form that the user completes when picking up the reserved asset. That signed form is stored with the asset record and can be viewed or manually exported as a PDF if a printable record is needed.

You can do this with custom fields and Scheduled Automations. Track maintenance readiness using fields like “Next Service Date” and “Status,” and track stock using fields like “Quantity Available” and “Reorder Point.” Then configure a Scheduled Automation to run daily and alert staff when a reserved item is approaching its reservation date but is flagged as “Under Maintenance,” overdue for service, or below its reorder threshold. This gives your team time to service the item or replenish inventory before the reservation begins.

Asset Panda supports compliance and liability documentation by using required sign-off forms alongside the reservation process. You can create a Compliance or Liability Waiver form with a required Signature field and configure your workflow so users must complete this form—typically at checkout or asset pickup—before the asset’s status is updated to “In Use.” Administrators can control form visibility based on asset status to ensure equipment is not released until the required documentation is completed. All signed forms are stored with the asset record and logged in the Activity Stream for audit purposes.