How to Create and Configure a Bookable Resource

Resource creation converts physical spaces into digitally bookable assets that users can reserve through the system.

Required Permissions

• Can Manage Resources: Create, edit, and configure bookable spaces

Need resource management access? Learn how to update Permission Groups

Creating a New Resource

1. Navigate to: Resource Reservations > Resources
2. Click Create Resource on the top right

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3. Select the resource type that best fits your space: Common Area, Freight, Exterior Space, or Other. Choose the appropriate property and floor where the resource is located.

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Configuring Resource Settings

Once you've created the basic resource, click into it to access additional configuration options that control how users interact with the space.

Visibility and booking settings:

1. Toggle on "Tenant Visible" to allow tenants to see the resource in their booking interface. 
2. If you want users to actually reserve the space, scroll down to "Reservable Resource" and set it to "Yes." Resources can be visible without being reservable, which is useful for informational purposes.

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3. For reservable resources, you can configure additional controls under "Reservable Details." Set whether the resource requires premier access permissions or management approval before bookings are confirmed. You can also establish a maximum capacity limit to control how many people can use the space simultaneously.

Availability and timing:

1. Under Availability, you can configure when the resource is available for reservation. 
2. The "Maximum Advanced Booking" setting controls how far in the future users can make reservations, measured in days or months ahead.

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Multi-property access:

1. Under "Multi Property Access," grant users from other properties within your portfolio the ability to book this resource. 
2. This feature is particularly useful for shared amenities or when offering cross-property booking flexibility to certain user groups.

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Booking & Work Order Rules

1. Add a rate if the resource has a cost associated with reservations. This allows you to charge tenants or departments for space usage 
2. Work Order Rules enable automatic creation of work orders before, during, or after reservations. This ensures proper setup, maintenance, or cleanup happens seamlessly with each booking without manual intervention.
3. Booking Rules let you set minimum timeframes for when reservations can be made, preventing last-minute bookings that might not allow adequate preparation time. 
4. The cancellation window establishes how far in advance users must cancel their reservations, helping you manage space availability effectively.

Amenities and floor plans:

1. Amenities allow you to add optional extras that users can include with their reservations. These might include chairs, projectors, catering equipment, or audio-visual gear, each with associated costs if applicable. Users can select these add-ons during the booking process based on their specific needs.
2. Floor Set Up enables you to upload and display floor plans for the resource. This visual reference helps users understand the space layout and plan their events or meetings more effectively.

These comprehensive configuration options provide detailed control over how each space functions within your booking system, allowing you to tailor the experience to match both operational requirements and user expectations while automating many administrative tasks.