Rooms and equipment

Q: Where do I add rooms and equipment?

Open Resources in the sidebar and select New resource .

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The short version

A resource is a room or a piece of equipment you own. Add it on the Resources page, then say on each event how much it needs. The booking page only offers a time when enough is free.

What a resource is

A resource has a name and a quantity. A studio is one. Ten yoga mats are ten. A projector is one.

Events can need resources. TimelyDo then checks them for every time on the booking page.

Adding a resource

Open Resources in the sidebar and select New resource. Enter a Name such as Studio, Yoga mats or Projector, and How many you have. A room is 1.

You can rename a resource or change its quantity later. The quantity cannot go below what an event needs. Each resource shows how many events need it.

Saying what an event needs

Open the event and go to its Bookings page. In Rooms and equipment choose a resource under Add a resource and select Add. Set How many the event needs. Use Remove to take one off the event again.

Read the Bookings tab article for the rest of that page.

Per booking or for each person

There are two ways to use a resource. Without a switch, a booking uses it once, however many people come. That suits a room. With For each person on, every seat uses it. That suits a mat.

Room example. A workshop needs the Studio, 1 unit, per booking. Ten people book the same time. They share the room, so it uses 1 of 1. The time stays open for them, and closes for any other event that needs the Studio.

Mat example. A yoga class has 12 seats and needs 1 yoga mat for each person. You own 8 mats. The page shows 8 seats left, not 12. When 3 people book, it shows 5 left.

How seats left shrink

The seats left on the booking page are the smaller of two numbers. One is the seats of the event. The other is what the equipment allows. When nothing is free, the time is not offered at all.

Other events count too. If another event that needs the same mats already has people at that time, those mats are taken. People who are still paying count as well, until they finish or the hold runs out.

Taking a resource out of use

Select Take out of use on the resource. It leaves every event that needed it, and the message tells you how many. Old bookings keep it. The resource is archived, not deleted.

Limits to know

Resources belong to you and your own events. They are not shared with an organization yet. The person who books cannot pick a resource. You also cannot set opening hours for a room.

Because you cannot be in two places, two of your own events rarely compete for a resource. It matters most for group events and bookings you add yourself.

Help

FAQ

Where do I add rooms and equipment?

Open Resources in the sidebar and select New resource.

What does For each person mean?

It counts one use for every seat, like a mat each. Without it a booking uses the resource once, like a room, however many people come.

Why does my class show fewer seats than I set?

The equipment limits it. A class of 12 seats with 8 mats and one mat for each person shows 8 seats left.

Why can I not lower the quantity?

An event needs more than that. Lower what the event needs first, or take it out of use.

What happens to old bookings when I take a resource out of use?

They keep it. The resource only leaves the events that needed it, so new times are no longer limited by it.

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