Resource Availability Tab

The availability tab on the Resources page allows organizations to add availability to their resources. All functionality for this tool is accessible on the Availability tab of the Resources page.

Purpose of Resource Availability

This feature is used to allow people to reserve resources and to run reports on the percentage of time a resource is in use.

Customization

The following applicable preferences are available on the Preferences page, Events & Resources tab:

• Blocked Out Dates

• Facility Event Categories

• Event Titles for Resource Availability

• How Far in Advance to Publicly Post Resource Availability

• Latest Online Reservations Can Be Made

• Resource Request Auto Approvals

Adding, Editing, and Deleting Resource Availability

See the Navigating the Calendar article for additional instructions on interacting with the calendar.

Note: Deleting a resource availability record will also delete any resource requests attached to this record, but will not delete any receivables attached to the record.

General Info Fields

• All Day: Enable to set the timeslot to All Day

• Start: The timeslot’s start date and time

• End: The timeslot’s end date and time

• Repeat: Enable to make this timeslot recurring

• Event Category: The event category assigned to approved reservations

• Event Color: The color of the timeslot on the availability calendar

• Form: The form to use as the template for this timeslot. Resource Request forms can be created on the Forms page.

Reservation Info Fields

• Max Number of Reservations within Timeslot: Allows multiple people or groups to simultaneous use a resource. A golf course, for example, may want to allow four individual golfers to book the same tee-time. An ice rink, on the other hand, may only want one group to book the ice at a given time. Note: To accurately generate resource usage reports, you will need to create availability timeslots for the time periods you want to track. If you don’t want these timeslots to show as “available” on the public resource availability page, you will want to set this field to 0.

• Allow Participants to Make Multiple Reservations: Enable a participant to make multiple reservations for this timeslot on the same request form.

• Show Member Code Field: Enable to show the Member Code column in the Reservation Options table on the resource request form. Note: There is not an option to add a member code field on the form, so this column is the only way to allow participants to add a member code to receive a discount.

• Display Event on Public Calendar: Enable to display events generated from approved resource requests on the public calendar.

Reservation Cost Options

Use the Reservation Cost Options table to add the rate options a participant can reserve during this timeslot. For example, there may only be one rate option to book a shelter house while there may be multiple options for booking a tee time.

• Variation: The product variation used for this timeslot. The product for the resource can be set on the Resources tab.

• Cost: The cost is automatically determined from the Product Variation. Note: The cost does not change based on the time allotted to the timeslot, meaning that the rate cost will need to be set the way you want it on the Resource.