Hybrid Work & Asset Group Schedules

Overview

Considerations for Use

Setup

Asset Groups & User Groups

Asset Group Schedules

Location Schedule

Right to Reserve When Closed

Right to Override Max Days in Advance

Asset Hours of Operation

Creating an Asset Group Schedule

Creating Additional Asset Group Schedules

Setting when the asset group becomes available (Priority)

Creating a Closure

Deleting a Schedule

Viewing Schedules for an Asset Group

FAQ

Overview

Hybrid work schedules promote more efficient use of space and allow for the flexibility that has become a necessity in the modern workplace. There are multiple factors to consider when choosing a hybrid strategy. Check out our article Three types of hybrid work schedules with pros and cons for details. The enhancements covered below were released on September 12, 2025.

Within Tango Reserve, asset group schedules may be used to implement hybrid work policies. These schedules make a group of assets available to a group of users for specific days, hours, and date ranges. If no asset group schedules are created, nothing changes in the application and the asset's hours of operation are used to determine availability. The asset.group.schedules property must be enabled to use asset group schedules.

• Asset group schedules enable hybrid work configurations, such as Group A having the ability to reserve selected desks only on Mondays, Wednesdays, and Fridays while Group B has the ability to reserve only on Tuesdays and Thursdays. The schedules are managed for each asset group within the user group permissions.
• Primarily, asset group schedules are for workspaces. Any asset category can have asset group schedules, though there are Considerations for Use when applying them to collaboration spaces, especially if those assets are mapped in the Exchange Connector.
• User groups may also be given priority by specifying the number of days in advance they are able to reserve the assets in that asset group. For example, Group A is able to reserve the farthest in advance (since they have highest priority, no restrictions on when the asset becomes available), Group B cannot reserve until 14 days before the reservation start date, and Group C cannot reserve until 7 days before.
• Asset group schedules may apply to specific date ranges or all the time.
• Closures are also enforced via asset group schedules. An asset group may be designated as closed for a specified date range to prevent the asset from appearing available during construction, renovation, or a special event.
• Asset group schedules limit the assets displayed in availability search results to only those assets which are available according to the applicable asset group schedules.
• Existing reservations are not impacted when an asset group schedule is created or modified. Asset group schedules only apply to reservations made after the schedule is saved.

Considerations for Use

• If your organization has an integration with Microsoft Exchange, then users may be making reservations for collaboration spaces either directly in Outlook or via Reserve's Exchange Add-in. Reserve's Exchange Connector syncs reservations to and from Reserve for those rooms which are mapped in Exchange. It is best to avoid creating asset group schedules for rooms which are mapped in Exchange. Outlook/Room Finder does not display availability based on asset group schedules. If a user attempts to reserve a mapped room directly in Outlook/Room Finder and that reservation falls outside of the asset group schedules associated to that user, the reservation will be declined when the Connector syncs and invitees will receive the cancelation. However, if Reserve's Exchange Add-in is used for reserving, asset group schedules are applied to display availability so the asset will not be selectable if it falls outside of the associated asset group schedules.
• Asset groups and user groups should be created before adding asset group schedules.
• Determine what kinds of schedules are needed and which user groups should be associated, based on the parameters in the Asset Groups & User Groups section. Each team may need to have a separate user group.
• If an asset or user is in multiple asset groups or user groups with varying schedules, the affirmative schedule will be enforced. This means that if the asset has been made reservable in ANY asset group within the user's allocations for the searched time, then the asset will appear in the availability search results.

Setup

1. After an organization submits a ticket requesting this to be enabled, a Reserve Console Administrator sets the asset.group.schedules property to true in AQ Console. (This is completed by Tango personnel.) The "Schedule" tab will not appear in the Permissions window unless this feature has been enabled by setting the property to true. If later on the organization wants to disable the property, first they should delete any remaining group schedules having date ranges from now to future dates. Failure to do so will result in active schedules being enforced.
2. To setup or modify asset group schedules, a user must have the right to "Create & Manage User Groups, Asset Groups & the Permissions Between them." When they have this right, the "Groups & Permissions" tab is visible in the Settings screen of the Reserve Web Application.

Asset Groups & User Groups

Within user groups in Settings -> Groups & Permissions, asset groups are selected and permissions are assigned. This is what controls which users are able to reserve, request, approve, manage, and/or delete specific assets. User groups contain 1 or more users. Asset groups contain 1 or more assets. An asset can be in multiple asset groups and a user can be in multiple user groups. Create the asset groups first, then the user groups.

If you have specific groups of users who should only be able to reserve or request specific assets based on the parameters listed below, then separate user groups should be created for them before creating asset group schedules:

• Reserve/request only for specified days of the week,
  e.g., Monday, Wednesday, and Friday vs. Tuesday and Thursday.
• Reserve/request only for a specified timeframe on specified days of the week,
  e.g., 7:00 am - 12:00 pm vs. 12:00 pm - 6:00 pm.
• Cannot reserve/request until a specified number of days before reservation start time,
  e.g., Becomes available 30 days before at 7:00 am.
• Reserve/request for specific date ranges,
  e.g., September 1, 2025 - December 15, 2026; January 1, 2027 - No End Date

Asset Group Schedules

A schedule applies to an asset group within a user group, to limit availability to only the selected days and times. If no schedule is created for an asset group, nothing changes and the settings at the location level and individual asset level (the open hours) determine whether the asset can be reserved. If one or more asset group schedules do exist for the searched time frame, then the asset group schedule is the first criteria used to determine availability. Assets deemed available are then evaluated based on business rules and policies such as Maximum Days in Advance, Lead Time, Set Up Time, Breakdown Time, Maximum Reservation Duration, etc. Only the assets meeting all of this criteria are returned in the availability search and are able to be reserved.

When an availability search for assets is performed, the results are limited to active assets within the user's allocations (the user groups associated to that user). If an asset is made inactive within the individual asset settings, it will not be returned for any availability search.

If an asset or user is in multiple asset groups or user groups with varying schedules, the affirmative schedule will be enforced. This means that if the asset has been made reservable in ANY asset group within the user's allocations for the searched time, then the asset will appear in the availability search results. E.g., in the Group Hierarchy illustration above where Asset Group 1 is shown in blue, if a user were in User Group A and User Group B, then they would be able to reserve the assets in Asset Group 1 on any weekday.

In the example below, User Group A has permissions (allocations) for three asset groups. The Charleston Rooms asset group has asset schedules. The other two asset groups do not, which is indicated by "Use asset's hours of operation" in the asset group schedule column.

When a schedule is in place, open days are shown in bold. Hover over the open days to see open hours, shown below as 7am - 6pm. If restrictions existed for this schedule (limiting when the assets become available), they would be shown after the open hours. See Setting when the asset group becomes available (Priority) for details.

Location Schedule

Locations are open 24 hours by default, however the hours may be configurable in the future. If the location's hours shown on the location detail page specify that the location is closed for the searched time frame, then no assets at that location will be reservable unless the user has the right to “Make reservations when location or the asset is closed.”  

Right to Reserve When Closed

The only time that a user can create a reservation that falls outside of the asset hours or location hours is when the user has the right to “Make reservations when location or the asset is closed.” When a user has this reservation right, then the open hours specified in the asset group schedules do not apply. Every asset that is within that user's allocations is considered open 24 hours 7 days a week.

Right to Override Max Days in Advance

The right to "Override Maximum Days in Advance for Users, Assets and Locations" applies to priority settings in the "Becomes Available" section of the asset group schedule, as well as the "Maximum Days in Advance" policy at the asset level and the "Maximum Days in Advance for Reservations" at the user level (in business rules). If a user has the right to "Override Maximum Days in Advance for Users, Assets and Locations," then any priority settings specified in the "Becomes Available" section of the asset group schedule do not apply to that user. 

Asset Hours of Operation

Each asset has hours of operation in the Settings screen under Assets. Until asset group schedules were introduced, the only way to specify a daily timeframe that the asset could be reserved was by setting an asset's hours of operation. With the release of the asset group schedules feature, the available timeframes become configurable by user group, with the ability to set date ranges and priority. When a user performs an availability search, EITHER the asset's hours of operation OR asset group schedules determine whether or not the asset appears in the results and can be reserved. First the system checks for asset group schedules within the user's allocations (user groups). If there aren't any for the searched date, then the system applies the asset's hours of operation to determine availability of a given asset.

Creating an Asset Group Schedule

1. As a user with the right to "Create & Manage User Groups, Asset Groups & the Permissions Between them," in the Reserve Web Application go to Settings -> Groups & Permissions -> User Groups
2. Click on the name of an existing user group, or add a new user group and then proceed.
3. Click on "Permissions" in the left sidebar. This enables you to see all of the asset groups which are allocated to this user group.

4. For the desired asset group, click on the edit icon in the action column. This displays the window containing a tab for Permissions and a tab for Schedule.

   

5. Click on the "Schedule" tab.
6. Select "Add Schedule" to create a schedule. Schedule names have a maximum of 250 characters. Rename the default name of "Schedule 1" if desired.

7. By default, the date range will be set from today to No End Date. This can be changed as needed, but schedules for this asset group in this user group cannot have overlapping dates. Another schedule for a later date range can be added by clicking the + icon at the bottom (see next section).

   

8. In the "24 Hours" column, check the box if the assets should be available at any time. Leave blank to enter specific hours.
9. In the "Reservable" column, check the boxes for the days that the associated user group should be allowed to reserve the assets in this asset group.
10. If not available 24 hours, enter available times in the time fields.
11. The "Becomes Available" column can remain set to off. See the section Setting when the asset group becomes available (Priority) for details.
12. Click the Apply button, which will close the window.
13. In the user group permissions screen, click the Save button at the bottom to save the schedule.

Once a schedule has been created, it will be visible in the window where it was created. Schedules are listed in chronological order.

Creating Additional Asset Group Schedules

1. Follow steps 1-5 in the "Creating an Asset Group Schedule" section above.
2. In the existing schedule, if NED is selected for the end date, click on the date range field to change it. When the month grid opens, at the bottom where it says "No End Date" click the slider to turn it off. On the right side, in the month grid select the desired end date and press Apply. Only dates which are not already included in a schedule for that asset group will be available for selection in additional schedules in that user group. So leaving the end date as NED will prevent any other dates from being selectable in step 5.
3. At the bottom of the schedule, click on the + icon. This will add another schedule below the existing one.
   
   
4. Rename the default name of "Schedule 2" if desired.
5. Select the desired date range.
6. Follow steps 8-13 in the "Creating an Asset Group Schedule" section above.

Setting when the asset group becomes available (Priority)

Priority determines how far in advance the users in this user group are allowed to create reservations for this asset group. It can be set for each day of the week. A hierarchy may be created by entering the number of days before and the time on that day when the assets become available. These restrictions are optional and set to off by default. 

Example Hierarchy
Highest priority = Group A (off)
Second in priority = Group B (cannot reserve until 14 days before at 7:00 am)
Third in priority = Group C (cannot reserve until 7 days before at 9:00 am)

In the "Becomes Available" section, leaving the slider in the off position allows the users in that user group to reserve as far in advance as their other business rules allow. This gives them higher priority than any user groups which have the slider in the "Becomes Available" column set to on.

To specify when the asset group becomes available, you'll need to go into the schedules for each user group and enter the desired settings in the "Becomes Available" section. Once you've entered them, they can be more easily viewed at the asset group level, as described in Viewing Schedules for an Asset Group.

1. For each day of the week needing restrictions on the number of days before the reservation start date that users should be allowed to reserve, in the "Becomes Available" column, set the slider to the on position. The image below shows User Group B's settings for the desired date range.

   

2. Enter the number of days before. This is the maximum days in advance that a reservation can be created. If a user performs a search further out than this number of days, the assets in this asset group will not be included in the search results.
   A value from 0 to 364 may be entered in the day field.
   In the example above for Group B, the earliest those users could make a reservation for Tuesday August 19 would be at 7:00 am on Tuesday August 5. They can make an August 19 reservation anytime from 7:00 am August 5 up until August 19, as long as no other business rules (such as lead time) prevent it.
3. Enter the time. This is the time that the assets will become available on that first day of availability. If set to 9:00 am, then assets in this asset group will not be included in the search results until 9:00 am, and a reservation cannot be created until 9:00 am. After that first day of availability this time setting has no impact. The image below shows User Group C's settings for the desired date range.
   
   
   In the example above for Group C, the earliest those users could make a reservation for Tuesday August 19 would be at 9:00 am on Tuesday August 12. They can make an August 19 reservation anytime from 9:00 am August 12 up until August 19, as long as no other business rules (such as lead time) prevent it. 

Creating a Closure

An asset group may be closed for a specified date range to prevent the assets from appearing available during construction, renovation, holidays, or a special event. For option 1, the closure must be done for EVERY user group containing the asset group. Any user groups that have the Reservable checkbox checked within a date range will still be able to reserve.

Option 1: To make an asset group CLOSED, within the desired schedule (date range) do not check any of the boxes in the "Reservable" column. Once saved, this will prevent the assets in this asset group from being reserved by ANY USER WITHIN THE USER GROUP associated to this asset group. 

Option 2: Alternatively, the individual asset's settings can be used to enforce closure when no asset group schedule is in place for the specified date range, by setting the asset to be closed. This option would be preferable for scenarios where the assets need to be closed/unavailable more often than they need to be reservable. E.g., User Group A reserves 1st week of the month, User Group B reserves 2nd week of the month, User Group C reserves 3rd week of the month, User Group D reserves 4th week of the month. In that case, a schedule for each user group only needs to be created for one week out of each month. The rest of the time the assets are closed because the asset's hours of operation are used, and since it is not marked as open, it is closed. This is configured by navigating to a specific asset in Settings -> Assets. Click on "Hours of Operation" on the left and uncheck the box in the "Open" column for the desired days to make it closed, or make this change via the DMU. 

Deleting a Schedule

If you need to delete a schedule, click on the X icon next to the date range field. You will be prompted to confirm that you want to delete the schedule.

Viewing Schedules for an Asset Group

Navigate to an asset group within the Reserve Web Application via Settings -> Groups & Permissions -> Asset Groups. The asset groups will be listed. The search can be used to identify which asset groups a particular asset is in. Click on the name of the desired asset group. Select "Schedule" in the left sidebar. Any existing schedules will be displayed with the associated user group. Expired schedules (those with end dates in the past) are not displayed. Reservable days are in bold. Hover over the day of the week to see the hours. If restrictions exist for the schedule (limiting when the assets become available), the days before and time are shown after the open hours.

FAQ

Q: How come users are able to reserve assets on days prior to and after the schedule I just created for that asset group? Those users don't have the right to reserve when the asset is closed, so why do the assets appear available?

A: If there is no schedule that includes the date range of the availability search, then the asset's hours of operation are used to determine availability. So to make the asset unavailable, a schedule must be created for the necessary date range. Or the "Open" checkbox in the asset's hours of operation may be unchecked to make the asset unavailable anytime there isn't an asset group schedule in place. 

Q: If I create a closure for assets that already have reservations for that time period, do those reservations get cancelled?

A: No. Changes to asset group schedules only apply to reservations that are made after the schedule is saved. Existing reservations are not impacted when a new schedule is created or when an existing schedule is modified.

Updated 2026-05-05

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