Resources
Creating and allocating resources means you’ll always have the correct equipment available when running events. Some examples of resources which you may want to track:
- Rooms
- Projectors
- Flip Charts
- Laptops
- Vehicles
Administrate’s resource system allows you to track which events a given resource is booked for over a range of dates. It also prevents over booking if the quantity of your resource is less than the number of events you wish to allocate it to.
Resource bookings can be viewed on your calendar and also on the event screen for the event that they are allocated to.
Set up Resource Types
- In your menu click ‘Events’ then ‘Resources’.
- Click ‘Resource Types’.
- Click ‘Add a Resource Type’.
- Enter the name and description of your Resource Type e.g. Data Projector.
- Add custom fields as required e.g. make, model.
- Click ‘Save’.
Repeat for each type of resource you wish to monitor.
Adding Resources
- In your menu click ‘Events’ then ‘Resources’.
- Click ‘Add Resource’ and you will be presented with a window for the Name, Type, and Location of the resource.
- Click ‘OK’ to add your resource.
Hints
- When you select a resource type, you will see any custom field configured for that resource type become available for you to configure as well.
- Resources are either specific to a location or are recorded with no location, in which case they are available to all locations.
- Note that once a location has been selected, it cannot be moved.
Repeat for each resource you desire to add.
Viewing or Editing Resources
- In your menu click ‘Events’ then ‘Resources’.
- Filter the resource list based on ‘Name’, ‘Type’, ‘Location’, and/or ‘Status’, and click ‘Apply Filters’.
- Find the resource you desire to view or edit from the list and click anywhere on the row.
- You will be presented with the details of the resource.
- In addition to the resource details on the ‘Details’ tab, you can also see resource bookings in a list view on the ‘Bookings’ tab, or see them in a calendar format on the ‘Calendar’ tab.
- If you wish to edit the details, click the ‘Edit’ button on the ‘Details’ tab. Note that the ‘Type’ and ‘Location’ fields cannot be edited.
- When you are done with your edits, click ‘Submit’ to save your changes.
Scheduling Resources
- Open the event for which you wish to assign resources.
- On the Outline tab, you can either 'Add Resource' to all sessions using the button at the top of the table OR click on the individual session and select 'Add Resource'.
- You may filter the list of resources by type.
- Select the resources you wish to book, and the list of resources to be added will appear on the right side of the window.
- If you wish to remove a selected resource from the list to add, simply click the red ‘X’ next to it.
- When you are happy with the list to be added, click ‘OK’ to add them to the event.
- All resources booked to all sessions or individual sessions will appear in the outline tab of the event on each session.
- You can adjust the resource booking time by selecting "Edit Resource" on that session, and then editing the relevant resource booking row and change the start and/or end time of the booking.
- To remove a resource booking, select "Edit Resource" on that session and then click on the 'X' on the relevant row to remove.
If the start or end times of an Event or Session which has Resources associated with it change, the system will check for Resource booking conflicts. You will be prompted to resolve the Resource conflict before proceeding with the save.
Defining your Resource Requirements
On a Course Template, you have the option to define the resource types and quantity that will be required for your event sessions by using the Resource tab on the Course Template.
After you define your requirements, on the Outline tab of the event, you will see a resource requirements table that serves as a guide for what resources need to be booked. You can find more details on Event Resource Requirements here.
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