š Early Access Available
The new Resources page is part of an Early Access release that includes updates to several pages within the software.
When Early Access is enabled for your organization, you will gain access to the refreshed Resources, Event Types, and Online Booking pages. These updates are designed to improve scheduling and management tools.
If you would like to be considered for beta testing of this new feature, fill out the form linked in the main article below.
š Overview
The Resource Management tool allows you to create, customize, and organize assetsāsuch as rooms, courts, fields, or equipmentāwithin your facility. Resources arenāt only for rentals: theyāre also used to schedule program events like classes, camps, and games.
With resources, you can:
Configure availability and booking options for online reservations
Link resources to event types and amenities
Manage sub-resources for flexible setups (e.g., multiple courts in a gym)
Apply blocking rules to prevent scheduling conflicts
Group resources across multi-location databases
Whether youāre adding a single room, coordinating recurring programs, or managing a complex facility layout, resources help you streamline scheduling for both internal staff operations and customer-facing booking experiences.
š„ Video Demo
See how staff can set up and manage resources with the new flexible online booking functionality.
Click the arrow to watch how to set up and manage Resources
Click the arrow to watch how to set up and manage Resources
š Authorizations
Click the arrow to see what authorization is needed
Click the arrow to see what authorization is needed
To create, edit, or manage resources, the userās role must include the Resource Management authorization.
š Key Definitions
Click the arrow to learn the differences between Resources, Resource Types, and Resource Groups.
Click the arrow to learn the differences between Resources, Resource Types, and Resource Groups.
What is a Resource?
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Click the arrow to learn
A Resource is a specific bookable asset, like Court 1, Studio A, Feld 1, or Party Room.
Resources can be:
Rented directly to customers
Assigned to program events (e.g., a soccer field for practices, a classroom for camps, or an ice rink for games)
What is a Resource Type?
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Click the arrow to learn
A Resource Type is a category that groups similar resources together (e.g., Basketball Courts, Conference Rooms or Indoor Fields).
Resource Types allow you to:
Apply shared settings like Booking Options or Terms & Conditions
Organize resources into logical categories for easier management
Ensure consistency across multiple related resources
What is a Resource Group?
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Click the arrow to learn
A Resource Group is a collection of resources used for multi-location facilities.
This helps you:
Organize resources across multiple sites (e.g., All Ice Rinks across different facilities)
Run consolidated reports for groups of resources
Apply standardized management practices across locations
š ļø Creating a Resource
š Where
Click the arrow to learn how to access the Resource page
Click the arrow to learn how to access the Resource page
In order to access the Resource Management page, you can:
Start typing āResourcesā in the global search box, or
Click the Calendar drop-down menu and select Resources.
š§ Setup
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Click the arrow to learn more
Select the location where the new resource should be added and press the "+" symbol to add a new Resource.
A new page will appear to fill out the Details for the Resource.
Choose a name for your Resource. This name will be its column label in the Calendar.
If youāre allowing customers to book this Resource online, this name will also appear after customers select an Event Type in the online experience.
Choose an existing "Resource Type" or create a new one.
Select or create a new "Terms and Conditions" for the resource which allows more flexibility by adding different terms to booking options, event types, or resources that customers need to agree to in order to book online. Customers will be presented with these terms when booking this resource online
Select a "Booking Option" if you want to define the available blocks of time to rent this resource, as well as setting up special pricing depending on Seasonality, day of the week, or even time of day.
If you want customers to be able to rent this Resource online, be sure to select a Booking Option that supports online booking.
The Description section is optional but will display to a customer when they are booking this resource online.
Address: Turn this toggle on if you need to add a separate address for this resource. This address will be used to generate maps and will appear on Schedule Reminders and Email Receipts instead of the default Location address.
Click the "Save Resource" button once all required fields have been completed.
š Online Rental Settings
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Click the arrow to learn more
In order to have this resource appear online for a customer to rent, be sure to turn on "Enable Online Bookings/Rentals".
Once turned on, more options will appear.
Assign a Resource Contact: Add an employee/user responsible for the resource.
Reservation Notifications: When a customer creates a reservation:
The assigned user gets an email.
A Task is assigned for follow-up.
Online Booking Alerts: When a customer books a resource online, the user receives an email notification.
Event types
Choose an existing "Event Type" to link to this Resource.
Only event types that have the toggle "Enable Online Bookings/Rentals" will be displayed on the Resource page to select from.
The Event Type will dictate a number of things about what the customer will see when renting this Resource
Display Name
Custom form (if any) that customers will be shown
Image
Description
Amenities: Each resource can have its own custom amenities assigned to them to aid customers in their search online. Simply start typing an amenity and press enter when you are finished. To remove one, press the "x" next to it.
Image: A picture can be added to resources to display online when creating a rental. There is a "Preview" option once an image has been added.
šŖ¢ Sub-Resources
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Click the arrow to learn more
Resources can be divided into smaller sections for better organization (e.g., split a field for multiple team practices).
From the left menu bar on a Resource Page, click on "Sub-resources" tab. From here you can edit or create a new Sub-Resource.
When selecting to create a new sub-resource, a side modal will appear to fill out. Enter the Sub-Resource name and Short Name. When finished, click "Save new sub-resource".
š« Blocking Rules
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Click the arrow to learn more
Resource Blocking Rules allow you to block one or more resources when a specific resource has been booked for an event.
For example, if you have an event for the Entire Facility you would want to create a Resource called "Entire Facility". Then create blocking rules for each of your other resources saying that when the "Entire Facility" is in use, you cannot book anything else.
š Organizing Sub-Resources (Calendar View)
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Click the arrow to learn more
Sub-Resources are ordered alphabetically and numerically. A-Z and 1-9.
For example, if you have a playing surface separated into four sections, they can be rearranged by adding a number before the Sub Resource's full name (not the short name) on the Resource Management page.
Now the calendar will have the Sub Areas arranged in the order they are numbered.
šļø Resource Groups
š” If your database only contains a single facility/location itās not advised to utilize resource groups
š§ Setup
Click the arrow to learn more
Click the arrow to learn more
In order to get to the Resource Management page, you can either start typing "Resources" in the global search box or you can click on the Calendar drop down to access.
Press the "+" symbol to add a new Resource Group.
Enter a Resource Group Name in the field, select the resources to add to the group and click "Save New Resource Group" at the bottom.
From the Calendar page you can now choose your group from the Select Resource Group dropdown menu.
š” Pro Tips
ā ļø Double-check booking optionsāresource-level settings override type-level ones.
š§ Use sub-resources to keep large facilities flexible (e.g., break a field into halves).
āļø The booking option you select for the Resource will override a booking option set for the Resource Type
š¬ Add a description so customers understand what theyāre booking.
āļø Donāt forget to configure blocking rulesāotherwise double bookings can occur.
š Keep addresses accurate for map reminders and receipts.
ā Frequently Asked Questions (FAQs)
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Why canāt I book sub-resources?
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Click the arrow to see the answer
Currently, customers cannot book sub-resources online. Only top-level resources can be reserved through the customer portal.
On the admin side, staff users can assign sub-resources when scheduling programs or rentals.
š£ Booking sub-resources directly online is a feature we are exploring for the future, but it is not available yet. Want to vote on this feature? Go here https://portal.productboard.com/5tckwd9nfz1yjmz48dtuxwht and click āVoteā on the portal card that reads āAllow online booking for sub-resourcesā
What do blocking rules do?
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Click the arrow to see the answer
They prevent conflicting bookings ā for example, reserving the āEntire Facilityā can automatically block off all courts or rooms.
Can I add custom terms or descriptions?
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Click the arrow to see the answer
Yes! Terms and Conditions, Resource Types, and Descriptions provide flexibility in how customers see and agree to bookings.
Whatās the difference between Resource Type and Resource settings?
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Click the arrow to see the answer
Resource-level settings take priority over type-level ones (for example, booking options)