Laboratory Sass Instrument Reservation Management System

System Advantages:

Optimize instrument reservation process

Avoid reservation conflicts: Shengyuan Guangtong Laboratory SaaS Instrument Reservation Management System uses automated reservation management to display instrument availability in real-time, preventing errors and conflicts from manual coordination, ensuring optimal scheduling of instrument usage.

Enhance reservation convenience: Users can easily access instrument details such as model, functionality, and usage instructions via the online platform, and book time slots based on their needs without cumbersome manual communication and coordination.

Improve instrument management efficiency

Real-time monitoring of instrument status: The system monitors instrument operational status in real-time, including whether it is in use or malfunctioning. Managers can promptly track usage and schedule maintenance or repairs to ensure instruments remain in good working condition.

Statistical analysis of instrument usage: The system analyzes data on usage frequency, reservation rates, and resource utilization, providing data-driven insights for lab management optimization. This helps labs allocate instrument resources rationally and improve usage efficiency.

Enhance laboratory collaboration and communication

Information sharing and collaborative work: The system offers a platform for information sharing, allowing lab members to view reservation status and usage details, facilitating teamwork and boosting efficiency.

Notification and reminder features: The system automatically sends messages such as reservation confirmations, usage reminders, and overdue notices, preventing resource waste or delays due to forgetfulness and ensuring smooth lab operations.

Core Functions:

I. Instrument Management Function Design

Instrument information management: Supports entry and maintenance of basic details like instrument name, model, specifications, manufacturer, purchase date, and storage location. Records technical specifications, usage scope, and operational precautions for user reference. Displays real-time operational status (e.g., idle, in use, under maintenance, scrapped) and provides status change logs.

Instrument usage management: Users can submit usage requests via the system, which automatically allocates time slots based on instrument status and reservation rules. Automatically logs usage time, user, purpose, etc., and supports data export and statistical analysis.

Instrument maintenance management: Develops periodic maintenance plans (e.g., calibration, upkeep, repairs) based on usage frequency and manufacturer recommendations. Records maintenance time, content, and personnel, creating a maintenance archive for traceability and management. Monitors instrument status via sensors or user feedback, issuing timely alerts for anomalies to prevent major failures.

Instrument sharing and allocation: Facilitates shared use across departments or campuses to improve resource utilization. Dynamically adjusts instrument allocation based on reservations and demand to ensure optimal resource use.

II. Instrument Management Process

Instrument procurement and storage: New instruments are logged into the system with unique identifiers post-purchase. Status checks are conducted upon storage to ensure instruments are intact.

Instrument usage and maintenance: Users reserve instruments via the system, which auto-assigns time slots. The system monitors status and records usage in real-time. Regular maintenance (cleaning, calibration, repairs) ensures stable performance.

Instrument scrapping and disposal: Evaluates instruments meeting scrapping criteria, submits disposal requests, and updates system info after approval for actions like auction or recycling.

III. Reservation Management

Instrument information management: Supports entry and maintenance of basic instrument details (name, model, location). Provides status monitoring (idle, in use, under maintenance) and usage history queries.

Online reservation and scheduling: Users submit usage requests; the system auto-assigns times to avoid conflicts. Supports reservation reviews, allowing admins to approve or adjust applications.

Usage records and evaluations: Automatically logs usage time, user, purpose, and generates reports. Users can rate their experience for future reference.

Maintenance and fault management: Records maintenance plans, execution, and repair requests. Offers maintenance reminders to ensure regular upkeep and extend lifespan.

IV. Instrument Reservation Process

Users log in via password or facial recognition; the system verifies identity and reservation rights. Search for available instruments by name, model, or status; view details and rules. Select instrument and time, provide usage purpose and sample details, and submit request. Admins review applications; upon approval, the system sends confirmation notices.

V. Reservation Review Process

Users select instruments, times, and provide details (e.g., purpose, sample quantity) via Shengyuan Guangtong Laboratory SaaS Instrument Reservation Management System. The system auto-reviews based on instrument status, time conflicts, and user permissions, filtering ineligible requests. Admins review pending applications for compliance and resource合理性. Auto-assigns times and notifies users of success or rejection with reasons for resubmission.

VI. QR Code Check-In

Upon successful reservation, the system generates a unique QR or barcode. Users scan it at the lab or instrument site via devices (e.g., phones, tablets, dedicated scanners) for identity verification and check-in. Real-time status updates allow admins to monitor progress and anomalies.

VII. Instrument Maintenance

Maintenance planning: Develops periodic plans based on instrument type, usage frequency, and fault history. Offers templates (e.g., "daily checks," "monthly upkeep") and customization. Shortens cycles for high-use instruments. Quickly locates plans by name, model, or location; generates schedules with tasks, cycles, and responsible persons.

Task assignment: Breaks plans into specific tasks for maintenance staff or departments. Splits long-term plans into short-term tasks (e.g., monthly into weekly). Intelligently assigns tasks based on skills (e.g., "electrical repair," "mechanical repair"). Supports manual priority adjustments (e.g., urgent repairs first). Creates task lists with names, assignees, and deadlines.

Maintenance record management: Details each maintenance activity for traceable archives. Provides templated forms for time, content, materials, faults, etc. Supports file uploads (images, videos, reports). Links historical data to analyze trends (e.g., frequent part failures). Generates logs searchable by instrument, time, or personnel.

Maintenance reminders: Alerts relevant personnel via system notifications, emails, or SMS. Sets alert times by priority (e.g., urgent tasks reminded one day ahead). Escalates alerts for overdue tasks (e.g., notifying supervisors). Ensures timely execution and reduces oversights.

VIII. Multi-Dimensional Review

Auto-checks for instrument occupancy during requested times, verifies user permissions (e.g., group affiliation, training credentials), and assesses实验需求-instrument compatibility to avoid waste. Offers an intuitive review interface with application details, instrument status, and history to aid admin decisions. Supports batch reviews for efficiency. Logs all review actions, timestamps, results, and reasons for audit trails.

IX. Message Reminders

Upon submission, the system sends SMS, email, or in-app messages with reservation results and times. If rejected due to conflicts or faults, it explains reasons and suggests modifications. Sends push notifications 1 hour/30 minutes before reserved times to prevent no-shows. Notifies users and admins immediately of pre-reservation faults, auto-canceling or adjusting bookings. Records违约行为 for missed usage without cancellation. Alerts admins of pending reviews for prompt action. Auto-reminds admins to schedule maintenance or calibration based on usage frequency.