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Allocate your resources to your activities

Now that you have created your resources, you can allocate them to your activities.

Allocate a resource

  • Go to Booking Activities > Calendar editor
  • Open the desired activity settings
  • Go to the “Availability” tab
  • Click “Add resource” button

A dialog appears where you can configure the resource allocation.

Allocation options

  • Label“: Set a short relevant label to designate the resource. It can be the same as your resource or your resource category title.
    • This text will be shown publicly (in resource selection, error messages, etc.)
    • If the resource is hidden, this text will be used in the error messages.
  • Resource“: Select the resource to allocate. Alternatively, you can select a resource category. Click the “+” icon next to the selectbox to select multiple values.
    • It is useful to select a resource category here instead of a resource if you have a high turnover. In that case, you can add or remove resources in the future without having to change the allocations settings.
  • Resource selection“: Set it to “Let the user choose the resource” to allow the customer to manually choose the resource tthat will be assigned, if there are multiple possibilities.
    • This field appears only if there are multiple resources selected, or a resource category selected.
    • You need to add the “Resource selection” field in your booking form.
  • Quantity selection“:
    • Let the user choose the resource quantity“: allow the customer to input the desired quantity of each resources.
    • Let the user distribute the booking quantity“: allow the customer to input the number of people per resource.
    • This field appears only if the “Resource selection” option is set to “Let the user choose the resource”.
    • You need to add the “Resource selection” field in your booking form.
  • Quantity“: How many resources should be assigned (in most cases, “1”). If the resource is assigned per booking, this number will be multiplied by the number of bookings.
  • Per booking“: Turn it ON to assign one resource to each booking. Turn it OFF to assign one resource to the whole event.
  • Allow combining resources“: Turn it ON to allow to assign different kind of resources to the same booking. If this option is OFF, only one kind of resource can be assigned to a booking.
    • This field appears only if the “Per booking” option is ON and if there are multiple resources selected, or a resource category selected.
  • Can be replaced with“: Select the resources allocated to your groups of events that could replace this resource.
    • This field appears only if the “Per booking” option is OFF.
    • This is important if you have allocated the same resource to a group of events that includes this activity.

 

Allocate a resource to a group of events

The resources allocated to your activities will be assigned when a booking is made. They will be assigned even if the event is included in a group of events.

You can allocate resource specifically to your groups of events, so they are assigned only if the group is booked.

  • Open the desired group category settings
  • Go to the “Availability” tab

Here you can find the same settings as the activity, and one additional “Activity resources that should not be assigned” option. It allows you to select the resources that should not be assigned when a group is booked.

Now your events are subject to your resource availability. If you book an event, the system will check if a resource is available and assign it. Otherwise, it will block the booking.

This event cannot be booked because there is no “Guide” available.

If you have configured your resources to be selectable by the customer, you have one more step to go, see how to configure the “Resource selection” field in your booking form.

Otherwise, try to make a booking and then, let’s view and edit the resource assignments from the backend.

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