Resource/Rooms Management for Events

Within Event Central, Resources/Resource Management provides a tool to set up rooms and other resources which can then be booked/assigned to calendar events. This article includes the following sections:

• Rooms and Resources Setup
• Booking Resources

Rooms and Resources Setup

Your system will likely have three resource categories. Additional categories can be added by an administrative user within Reference Data Management.

Step 1:  Assign default settings for each Resource Category.

1. Select a location/city from the drop-down list. (It is most common to leave Pooling Options set to None.)
2. Enter a Schedule Name, like Default or Always.
3. Set Duration time; recommended to set to 5 or 15 minutes to allow for a variety of total booking periods for events.
4. Check the Always box.

The step must be completed for all categories in the Resource List. Click Finish when defaults have been completed for all categories.

Step 2: Setting up Resources

It is likely your system will have resource placeholders within the existing categories, like Room 1, which can be re-purposed. Otherwise if necessary, click Add New Resource button at the bottom. Complete the necessary settings as defined below.

*Required settings.

*Parent - Select from drop-down of resource categories.

*Display Name - Enter the name of the room/resource how it is generally referred to.

Resource Location - If desired, enter text to identify the building or area of the room or resource, like Main Building, Supply Closet, etc.

*Resource Active - Keep checked for active bookings; deactivating makes resource unavailable.

*Resource Bookable - Keep checked for active bookings; checking this box makes the resource independently bookable.

Consumable - If checked, the resource can only be used once and it will not be returned or available for future bookings.

*Number Available - Number of resources by this name; a room resource would always be set to 1.

*Booking Units - Recommended to set to 5 or 15 minutes to allow for a variety of total booking periods for events.

Recovery Time - Length of time the system will hold following an event if the resource requires any type of clean up, tear down, etc. following the event.

Recovery Group - Search field of User Groups from User Management; set this field if specific group is tasked with recovery of this resource.

Prerequisite Cat[egory] - Select any required resource category. Example: If a projector resource (Audio Visual) must be book along with a Rooms & Areas resource.

Resource Description - Enter desired notes and general instructions here.

The Availability, Schedule & Fee Structure area is only used if needing to manage paid bookings of any resources. See the full guide on this process here, ___________.

You may add and edit as many Resources necessary and click Finish in the bottom right to save all changes and return to Event Central.

Booking Resources

1. On the Event Definitions page of settings, single-click the Book Resources button.
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2. Click Add Bookings from List (bottom of screen).
3. Check which category(ies) of resources to view and the bottom section will display available resources.
   • Resources shown in red text are not available for booking during the selected event.
   • If all resources in a specific category are all showing as unavailable, it is likely the default category schedule as not be created. Complete Step 1 above to make the resources in that category bookable.
4. Click to select the desired resources.
5. Click Book Resources.
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6. A status window will appear and once completed, a Resource Bookings screen for the event will be displayed. This may take a few moments for events with multiple instances as all resources will be assigned to all instances. All instances will be listed on the left.
7. If needing to add an additional resource to a single instance, click the + button.
8. If needing to change a resource for a single instance,
   • Select the desired instance on the left
   • Remove the current resource at the top right using the X button.
   • Click the Add Bookings from List to add a different resource for the selected instance.
9. If no other resource changes are needed, click Return to Event to continue with event setup or click Finish if setup is complete to save all changes. 
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To implement and process paid room rentals, see Managing Resource/Room Rentals.