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Resource Management

Updated

Resources

Creating and allocating resources ensures you have the correct equipment available when running events. Examples of resources you may want to track include:

  • Rooms
  • Projectors
  • Flip Charts
  • Laptops
  • Vehicles

Administrate’s resource system allows you to track which events a resource is booked for over a range of dates. It also prevents overbooking when the quantity available is less than the number of events requiring that resource.

Resource bookings can be viewed on the calendar and on the event screen for the event to which they are allocated.

Table of contents

Set up Resource Types

  1. In the menu, click Resources → Resources.
  2. Click Resource Types.
  3. Click Add a Resource Type.
  4. Enter the name and description of the resource type (for example, Data Projector).
  5. Add custom fields as required (for example, make or model).
  6. Click Save.

Repeat for each type of resource you wish to monitor.

Adding Resources

  1. In the menu, click Resources → Resources.
  2. Click Add Resource and enter the name, type, and location of the resource.
  3. Click OK to add the resource.

Hints

  • When you select a resource type, any custom fields configured for that type will appear for completion.
  • Resources may be assigned to a specific location or recorded without a location, making them available across all locations.
  • The selected location and type cannot be edited after creation.

Repeat for each resource you wish to add.

Viewing or Editing Resources

  1. In the menu, click Resources → Resources.
  2. Filter the resource list by name, type, location, or status, then click Apply Filters.
  3. Select the resource from the list.
  4. Review details on the Details tab.
  5. View resource bookings on the Bookings tab (list view) or Calendar tab.
  6. To edit details, click Edit on the Details tab. Note that type and location cannot be changed.
  7. Click Submit to save changes.

Scheduling Resources

  1. Open the event to which you want to assign resources.
  2. On the Outline tab, either:
    • Select Add Resource to apply to all sessions, or
    • Open an individual session and select Add Resource.
  3. Filter the resource list by type if needed.
  4. Select the resources to book.
  5. Remove selections using the red X if needed.
  6. Click OK to confirm.
  7. Booked resources appear in the Outline tab under each session.
  8. To adjust booking time, select Edit Resource for the session and modify the start or end time.
  9. To remove a resource booking, select Edit Resource and remove the relevant row.

If the start or end times of an event or session change, the system checks for resource conflicts and prompts you to resolve them before saving.

Defining Resource Requirements

On a Course Template, you can define the types and quantities of resources required to deliver the course.

These Resource Requirements describe what is needed for delivery, but they do not assign specific resources.

When an Event is created from the template, these requirements are carried into the Event and used as a guide when booking resources.

In the Event Outline tab, Administrate displays a requirements table showing required versus booked resources to help you identify gaps during planning.

For a full explanation of how requirements behave and how they relate to resource bookings, see: Understanding Resource Requirements.

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