Contents

• Feature Highlights
• Who Can Do What
• Open Rooms & Resources
• Manage Rooms and Resources 
  • Add a Room
  • Add a Resource
  • Edit or Delete a Room or Resource
  • Assign Managers for Rooms & Resources 

The Rooms and Resoureces feature lets you keep a list of rooms and shared equipment, reserve them for events, and see right away when two events need the same room at the same time; or more equipment than you own.

You can find Rooms and Resources under Events › Rooms & Resources, and on each event, under the Rooms & Resources button.

Feature Highlights

Here is a snapshot of what you can do with the Rooms and Resources feature:

• Everything in one list. Add your rooms, with the number of seats, and your equipment, with how many you have. All ministries share the same list.
• Reserve for an event. Add rooms and resources to any event. For a recurring event, reserve once for every date, or set up individual dates differently. Reservations are automatically confirmed - there is no approval process required.
• See conflicts before they happen. You get a warning when a room is already reserved at the same time, or when events together need more of an item than you have available. However, conflict warnings do not stop you from saving a specific room or resource reservation.
• See when a room is in use. Each room and resource has its own page, listing its upcoming reservations, with flagged double-bookings.
• Rooms & Resources managers. Owners and Admins can let other people look after the list of rooms and resources.

Who Can Do What

Managing the list of rooms and resources, and reserving them for events are two separate rights. The table below shows you exactly who can do what, in terms of working with your rooms and resources: 

To let a role reserve rooms, go to Users & Roles › Roles & Permissions, open the role, and tick Rooms & Resources in the Events section.  Learn more about role permissions..

Open Rooms & Resources

Go to Events and click Rooms & Resources at the top of the page. This button is shown to Admins and Owners, as well as to people who can manage the list.

People who can manage the list but do not have access to Events will see Rooms & Resources as its own item in the main menu. Rooms & Resources managers who use the member view see it in their main menu too.

The list belongs to the church. Ministries under the church see and use the same rooms and resources, and a manager can reach them from any ministry without switching.
 

Manage Rooms and Resources

The Rooms and Resources section has two tabs, Rooms and Resources, each showing how many items it holds. Each room card shows its number of seats, and each resource card shows the total quantity you own. Use Search to find an item by name.

Here is what your Rooms tab may look like:

And here is how you might see your Resources tab:

Add a Room

Click Add Room, fill in the following details, and Save:

• Name (required). Each room and resource name must be unique.
• Capacity (optional): Enter the number of seats. This is shown when reserving the room.
• Description (optional): Add room details that may be important when reserving it.
  

Add a Resource

Click the arrow next to Add Room and choose Add Resource. Enter a Name, the Quantity you own (required, at least 1), and an optional Description. Click Save when done.

Edit or Delete a Room or Resource

Use the pencil icon on a card to edit it, or the trash icon to delete it. Deleting asks you to confirm, and any reservations of that Room or Resource item are removed from events.

If you lower the quantity of a resource, you will receive a warning showing you the upcoming events for which that item has already been reserved. You can still save, but those reservations will show as conflicts.

Assign Managers for Rooms & Resources

Owners and Admins can click Managers to choose people who look after the rooms and resources. Pick a person in Name, click Add, and then Save. Click the red minus to remove a manager.

• Only people who have a user account in the church can be assigned as Managers.
• Managers can add, edit, and delete rooms and resources. They cannot assign other managers.