Block resources for maintenance or private use
Use this when a room, device, vehicle, or staff member must not be booked for a period, for example during repairs, cleaning, holidays, or a private rental. There is no separate "maintenance" feature; blocking is done with availability entries and the resource's availability settings.
Before you start
Confirm:
- which resource is affected and for which period
- whether the block is a one-off period or a recurring pattern
- whether the resource already has allocations in that period
Block a period from the calendar
- In the back office, open Calendar.
- Select the time range you want to block by dragging on the calendar. In the resource timeline view (the Resources button in the calendar toolbar), drag directly on the resource's row.
- In the dialog, open the Availability tab.
- Select the Resource.
- Enter a Name that explains the block, for example "Maintenance" or "Private rental".
- Set Availability to Unavailable.
- Under Repeats, keep Doesn't repeat for a one-off block, or select Daily, Every weekday (Monday to Friday), Weekly on the selected weekday, or Custom... for recurring blocks.
- Select Create.
The entry appears on the calendar. Select it later to update it, or remove it with Delete in the same dialog.
Change the resource's general availability
For longer or open-ended blocks, edit the resource itself:
- Open Resources > Staff or Resources > Inventory and open the resource for editing.
- Under Availability, select Unavailable to stop all booking, or adjust the Working hours (Available hours for materials, Open hours for spaces) to exclude the affected days or times.
- Save the resource.
Use Unavailable for indefinite blocks such as a broken device; use a calendar entry for anything with a known start and end so the resource frees itself automatically.
You can also add an Available entry the same way to open an exception inside otherwise blocked time, for example one working Saturday.
Expected result
During the blocked period the resource cannot be allocated, and events that require it show reduced or no bookable capacity for that time.
Troubleshooting
| Problem | What to check |
|---|---|
| Bookings still come in during the block | The entry's resource, time span, and repeat rule; other resources with the same role or function may still cover the event. |
| Cannot see the Availability tab | Your account needs permission to create availability entries; ask an administrator. |
| Event in the blocked period is still staffed | An existing allocation from before the block; remove or change it in Resources > Allocation. |
| Resource stays unbookable after maintenance | A leftover Unavailable setting on the resource or a recurring unavailability entry. |
