Create resources for rooms, guides, equipment, or staff

Use this when you set up the people, rooms, and equipment your events depend on. Events later reference these resources through requirements, so the setup here decides what can be allocated and how much capacity a role or function provides.

Before you start

Decide:

• who or what you are registering: people go under Staff, rooms and equipment go under Inventory
• which roles (for people) or functions (for rooms and equipment) each resource can fill, such as guide, room, or audio guide
• how many participants each role or function can handle at the same time
• when the resource is available

Create a staff member

1. In the back office, open Resources > Staff and select Create.
2. Enter Name and Email. An email address is required if the person should respond to inquiries or sign in.
3. Turn on Enable login access if the person needs their own limited account.
4. Add Tags to group similar staff, for example by language or location.
5. Under Roles, select the Role the person can work as, then set the Capacity: Unlimited, or Limited with the number of participants the person can handle in that role. Select Capacity of this role can be shared across multiple events when the same person can serve several events at once. Use Add another role for people with more than one job.
6. Set the Availability: Always available, Working hours with time spans per weekday, or Unavailable.
7. Select Create.

Create an inventory item

1. Open Resources > Inventory and select Create.
2. Choose the Type: Space for rooms and fixed locations, Material for moveable items.
3. Enter Name, and Email if a team mailbox should receive resource communication.
4. Add Tags, then define Functions with capacity, the same way as staff roles.
5. Set the Availability: Always available, Available hours (Open hours for spaces), or Unavailable.
6. Select Create.

Manage roles, functions, and tags

Select the gear icon next to the Roles, Functions, or Tags column header in the staff or inventory list:

• Resource functions lists all roles and functions. Each one defines whether multiple events can use a resource with this function at the same time, the Inquiry Mode (Automatic or Manual), and the Allocation Mode (Auto Allocate, First to Accept, or Manual Review).
• Resource tags lists tags with their Associated type.

Expected result

The resource appears in the staff or inventory list with its roles or functions, tags, and availability, and events can select it when you add a resource requirement for a matching role or function.

Troubleshooting

Related articles

• Limit event capacity with resources
• Block resources for maintenance or private use
• Set up equipment rental operations
• Resource user workflow