Tool Assignment and Reservation

Attention: This feature is currently available in Preview Mode only. For details on enabling Preview Program, refer to the following guide.


The Tool Assignment and Reservation feature is used to manage and reserve tools for use in activities, ensuring that the required tools are available when needed.

The following terms are used in the application and in this document:

Term Definition
Tool Assignment Booking of a tool against an activity.
Tool Reservation Direct booking of a tool (normally used for calibrations, certifications, etc, where the tool should not be used by any assignment).
Offset This refers to the offset in hours, with respect to the starting time and end time of the activity.

Note: Support for tools in the connector is currently ongoing and therefore the ERP integrated scenario is currently not available.


To enable the tool reservation feature, activate the functionality under Planning and Dispatching > Settings > Tools.

This is equivalent to the following company setting:

Setting Value
CoreSystems.CoresystemsFSM.Tool.Reservation.Enabled TRUE

Standalone / ERP

Tool reservation works for both standalone companies and those operating using an integrated approach, with an Enterprise Resource Planner (ERP) in the background. For both types, the following setting is used:

Setting Value for Standalone Mode Value for Integrated Mode
CoreSystems.CoresystemsFSM.Tool.Reservation.Type FSM FSM-ERP

To switch between standalone or ERP, you can use the setting “Reserve Tools” available under Planning and Dispatching > Settings > Tools.

In a standalone mode, the reservation checks are all completed in the cloud. The system determines if the tool has overlapping tool assignments or tool reservations before proceeding with the booking. To use the standalone mode set CoreSystems.CoresystemsFSM.Tool.Reservation.Type to FSM.

In a integrated mode, the reservation checks are done partially in the cloud and partially by the ERP. When attempting to reserve a tool, the system first checks in cloud if there are tool reservations, if no overlap is found then the check is delegated to the ERP to check if there are overlapping tool assignments. To use the integrated mode, set CoreSystems.CoresystemsFSM.Tool.Reservation.Type to FSM-ERP.

Note: In SAP ECC-CS tools can be reserved only on activities already existing in the ERP and therefore only on released activities.

Tool Reservation Handling in Standalone and Integrated Scenarios

The following diagram shows the differences in how tool reservations and assignments are handled for standalone and integrated companies:

Feature Settings

The following tool reservation feature settings are available:

Setting Impact
Enable Allows to enable/disable toe tool functionality. Once enable it will be possible to see tools folder in the activity sidebar and add/remove/cancel tools. Tools will be as well displayed in the Master Data module.
Reserve tool In Cloud / In ERP: if set to “In Cloud” all the tool reservation will be handled in cloud. If “In ERP” then FSM will first validate if there are no tool reservations and if succesful it will pass control to the ERP for the final booking. ERP will respond with a reservation or rejection. This will be persisted and visible on the activity sidebar under tools.
Attempt to book tool when releasing If an activity has tools in status OPEN or REJECTED, once the activity gets released the system will try to reserve the tools. Note that the activity will be released in any case, also in case some reservation requests will be rejected.
Alert when releasing activity with unreserved tools In case you want to be notified when releasing in case your activity does not have all added tools as reserved, you can activate this setting.

A Closer Look

Tool Master Data

Once the tool functionality is enabled, tools master data is displayed in a new Master Data Management category called “tools”. Here, the main information related to the tool is displayed. The “Calendar” tab shows all reservations currently in place for the given tool.


Add Required Tools to an Activity

In order to add tools required for a given activity, from the “Tool Required” folder, on the activity sidebar click the plus icon and import the needed tools.

In the tool selection screen it is possible to specify an offset in hours, with respect to the starting time and end time of the activity.

Selecting an offset might be useful in case you would want to reserve the tool 24 hours before the activity start and 12 hours after the activity ends.

After selecting the required tools, the selection screen can be closed and the list of tools will appear in the folder with status “Available”. Note that the status “Available” is an indication that the tool was not yet reserved for the given activity but rather that is a needed tool for such activity.

In case the planned start date and planned end date of the activity are already set, it is already possible to attempt to reserve the tool for the given activity pressing the more button “…” and then Reserve Tools.

In case the the planned dates are not specified, the option will appear as grayed out. This option can be used in case the date of the intervention is already fixed, and the only variable is the technician that will perform the intervention.

In alternative is possible to reserve the tools in a later moment in time, meaning on the planning board.

Reserve a Tool Prior to Release

A prerequisite for reserving a tool prior to the release is that the planned start and planned end dates of the activity are already set. Then the menu Reserve tool on the “Required tools” folder will be enabled (in a integrated scenario is also required that the activity exists in the ERP).

After pressing the button, in case of a succesful reservation of the tools, it will not be possible to change the planned start and planned end dates of the activity any longer. In case it is necessary to change the dates, the tool reservations needs to be cancelled via the more button “…” and then Cancel tool reservation.

For each of the tool displayed in the “Required tool” folder, it will be displayed the status of the tool:

Status Description
Available The tool booking request was not yet triggered.
Reserving There is an ongoing request for the given tool.
Reserved The booking request was successful and the tool is reserved.
Rejected The booking request was rejected because of an overlapping tool assignment or tool reservation.
Cancelling A cancellation process is ongoing.

In case an activity has at least one booked tool, it will not be possible to change the date and time of the activity but only assign a different technician.

When dragging and dropping an activity onto the Planning Board, the tool reservation will maintain the start and end date/time of the activity.

In case tools have been reserved for a given activity prior to moving the activity on the planning board, when assigning the activity to a technician, the application will force the planner to position the activity at the locked planStart/planEnd dates of the activity.

Reserve a Tool at Release Time

After assigning the the activity on the Planning Board, the planned start and planned end date/times are assigned and therefore it is possible to add and remove tools to an activity and define the offset. The action “Reserve tools” will always be active in a standalone environment and disabled in case the activity does not yet existing in the backend.

Tools can also be added and removed after the activity has been released.

View Tools Used by a Technician Onsite

Once the technician confirms on mobile the tools he used for a given activity, those will appear in the activity sidebar under the folder “Used tools”

Tool Reservation Review

1.) Add tools to activity and adjust the tool’s offset:

2.) View tools assigned to the activity:

3.) Attempt to reserve the tool:

4.) The application will then display the required tools and used tools associated with the activity.