Review resource allocation for a day
Use this as a daily check that every event has the staff, rooms, and equipment it needs. The Allocation view lists resource requirements with their current state so you can allocate resources, send inquiries, or fix conflicts before the event starts.
Before you start
Confirm that events for the day have their resource requirements set up; the Allocation view shows requirements, not events without them.
Filter the list to one day
- In the back office, open Resources > Allocation.
- Open the filter and select the Date filter. Choose Today or Tomorrow, or select Custom for a specific date.
- Narrow further by Allocation state, Resource type, Roles / Functions, or Resource tags as needed.
- Save the combination as a view if you repeat this check daily.
Each row shows the Event, the Role / function, Tags, the allocated or inquired Resource, and the time span the resource is Required for. The Allocation and Inquiry tabs on a row separate direct allocation from the email inquiry process.
Resolve open rows
- Select Allocate and pick a resource to fill a slot directly, or select several rows and use Allocate to all selected.
- Select Inquire to email resources and let them accept or reject, or Broadcast Now to send inquiries to all available resources.
- When a manual-review inquiry has responses, select Choose Resource to pick from the resources that accepted; other inquiries for that slot are canceled.
- Use Cancel inquiry or Remove allocation to undo a pending inquiry or an existing allocation.
For a visual check of the same day, open Calendar and switch to the resource timeline with the Resources button; it shows resources as rows with their reservations and availability.
Understand the allocation states
Events summarize their resource requirements into one allocation state:
| State | What it means |
|---|---|
| Allocated | Every requirement has its resource allocated. |
| Canceled | An inquiry process was canceled; the requirement needs a new inquiry or a manual allocation. |
| Inquiry pending | Inquiries were sent and responses are still outstanding. |
| No allocation | The event has no resource requirements. |
| Unavailable | At least one requirement currently has no resource that can fill it. |
| Pending allocation | Resources accepted an inquiry and are waiting for you to choose one (manual review). |
| Open | At least one slot is still unfilled, but matching resources are available to allocate. |
Expected result
All requirements for the day show as allocated, and any remaining open or pending rows are ones you have deliberately left for later.
Troubleshooting
| Problem | What to check |
|---|---|
| A requirement stays Unavailable | Resource availability for that time, unavailability blocks, and allocations to overlapping events. |
| Inquiries get no responses | Resource email addresses and whether the inquiry was sent to the right people. |
| Accepted inquiry did not allocate anyone | The allocation mode; manual review needs you to select Choose Resource. |
| Two events claim the same resource | The shared setting on the requirement and the shareable setting of the role or function. |
