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Items | Adding & Modifying Resources

How to add a new resource to eSPACE. What settings can you modify, and how to inventory resources.

Sections in this article
  • How To Add a Resource
  • Resource Settings
  • Disabling Conflict Detection for Resource
  • Creating a Hierarchy of Resources

 

 

How to Add a New Resource

  • Navigate to Settings > Basic > Resources

  • Click Add New Resource at the top right of the page

  • Add a name and assign to resource to a location



Availability Schedule

Allowed Configurations

For any specific configurations that you have designed under Settings > Advanced > Configurations, you can add those here to the resource here. 

Tags

  • Associate One or Multiple Tags (TV, Whiteboard, No Food Allowed, etc.) so that users can easily filter them within Items to find the item that will work for them (see attached below).

 

On the event:

Internal Form

  • Assign a form and make it required, if desired. These are forms that you have created and that are stored in Settings > Advanced > Form Builder. The required form will be attached to the Space ( or resource or service), and will be required to be completed when the Space (or resource or service) is selected during the event creation process and on the Setup tab.
    • Read this Knowledge Base article to learn about space configurations that can be added on the Setup Tab of each event: Add and Manage Configurations

Schedulable and Requires Approval

  • The “Can Item be Scheduled?” and “Requires Approval” both default to being checked, adjust if desired.
    • These settings are not applicable whenever an Item becomes a "Parent" because it then has children and therefore cannot be scheduled. Instead, choosing the "Parent" item on an event will automatically schedule all the "child spaces" underneath.

Inventoried Items

Add resources (movable assets) or attributes that are used as part of an event (i.e. video projectors, sound equipment, flip charts, chairs, tables, etc.). They should be added the same way you add a Space; however, if you have multiple locations and you want your resources to be shared with all locations, do not assign the Resource to a specific location...leave blank. Resources cannot have the same names. 

Tracking a Resource

  • To track a resource, place a check-mark in the box under "Inventoried Resource ?" AND add your Quantity on Hand.

After a resource has been inventoried and a quantity has been entered, every time an event is added that requires the inventoried resource, you will be able to see how many are available and/or if there is a shortage. If there is a shortage, it will appear on your dashboard under "! Resource Shortages".

 

Public Options

  • If you are using an event request form on your Public Calendar and want the requester to be able to select the item, you must check this box to make it available to the public.
    • You can also associate an availability here for the item.

 

Billing Options

  • If you are on a subscription tier that includes Billing & Invoicing, you will have the option to make your item billable.

Space Restriction

You can designate which spaces this resource is restricted to which will mean that a user will only be able to select this resource f they have the right spaces selected first. 

Allowed Configuration

This is an optional feature and only necessary if you plan to offer various configuration descriptions per room.

  • Click "Allowed Configurations" to expand, view and select configurations that you want to attach to an item. To delete a configuration, click on the red remove button. To set a configuration as the default, select the blue "Set default" button.
  • Once this has been done, the default configuration will show for the space within the Setup tab of event creation.

 

Adding Documents

  • This is an optional feature. Click on "Documents" to expand, view and select documents from your document library to attach to any item such as a space.

 

Upcoming Closures

  • If there are closures that affect your space, you will be able to view the closure name, description, date and times of closure.

Once you have completed adding your information, be sure to select SAVE!

 

 

Disabling Conflict Detection for Resource

  • You have the option to disable conflicts for resources (see below). Go to Settings > Advanced > General > Conflicts to find these options.
  • You cannot select certain resources or services to disable conflict detection for, this applies to ALL or NONE. (This allows you to manage resources outside of the system without having to address conflicts for those items within eSPACE.)

 

Creating a Hierarchy of Resources

  • Admins can rearrange the order and/or hierarchy of resources in Event Scheduler in order to list them in a preferred order or group resources by building, floor, or building section. Once completed, all users will see the resources in that hierarchy on the Item tab of events.