Reservation Resource

Reservation resources define the items that can be reserved. Every reservation resource you create must be classified into a particular resource type.

The system allows you to create two types of reservation resources:

  • Resource – Defines an actual place or thing to be reserved, for example, Conference Room 100 or Overhead Projector # 2234.
  • Alias Resource – Defines a virtual resource that becomes a parent for other actual resources, for example, Large Conference Room. When an alias resource is assigned to a reservation, the reservation manager will assign an actual resource.

To open the Reservation Resource page:

  1. Open the Administration Menu page.

  2. Under the PROVISION ADMIN heading, click Reservation Resources.

ClosedAdd a Reservation Resource

To add a reservation resource:

  1. In the New Resource field, enter the name of the resource.

    This is the value that will be displayed to users.

  2. In the Resource Type field, select the type of reservation resource you are creating.

  3. Click ADD.

ClosedEdit a Reservation Resource

Once you have created a reservation resource, you can further define it or edit it. To edit a reservation resource:

  1. In the Resource field, select the resource to edit.

    You can use the Filter By Resource Type field to narrow the list of resources displayed.

  2. To change the name of the resource, enter a value in the Rename field.

    All historical information will reflect the new value.

  3. Specify the region or property the resource will be associated with.

    • Region – Select a value to associate the resource with a particular region. If you select a region and then select a property that is not in the selected region, the region value is cleared.
    • Property – Click the Select link to associate the resource with a particular property. If you select a property and then select a region that the property is not in, the property value is cleared.

  4. In the Department field, select a value link to associate the resource with a particular department.

  5. In the Hours of Operation field, select the hours of operation for this resource.

  6. Skip the Asset field.

    This feature is not currently implemented and will be more fully defined in a future release.

  7. In the Request Type and SubType fields, select a default request type and subType for work orders created as part of coordinating reservations.

    This value supersedes any default type and subType defined for the resource.

  8. In the Hourly Rate field, enter the hourly cost for this resource.
  9. In the Minimum Charge field, enter the minimum cost charged for this resource.

  10. In the Alias Resource field, select Yes to define this resource as an alias resource.

    An alias resource is a virtual resource that identifies multiple real resources, becoming a parent to them. The real resources can use the Parent Resource field to associate themselves with this parent.

  11. In the Private field, select Yes to define this resource as a private resource.

    Private resources are only available to reservation managers.

  12. In the Prep Time field, enter a numeric value to indicate the amount of time (in minutes) to be added to the beginning of the reservation for preparation.

    This value can be adjusted by the reservation manager.

  13. In the Cleanup Time field, enter a numeric value to indicate the amount of time (in minutes) to be added to the end of the reservation for clean up.

    This value can be adjusted by the reservation manager.

  14. In the Max Persons field, enter a numeric value indicating the maximum number of persons that this resource can serve.

    When requesting a reservation, if the requestor enters the number of attendees, only those resources that can accommodate that value will be returned.

  15. In the Status field, select a value.

    Resources with a status of Inactive are not displayed to users. However, inactivating a resource does not affect the existing reservations that utilize it.

  16. In the Parent Resource field, select any resource that should serve as the parent (alias) resource for this resource.

  17. To change the display order, enter a value in the Tab Order field.

    18. The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

  18. In the Comments field, enter any comments about the resource.

    Comments are displayed when a user clicks the Details link on the Create Reservation page. Comments can include text styles, formats, fonts and sizes, and embedded images and tables.

  19. Click UPDATE.

ClosedDelete a Reservation Resource

Reservation resources that have not been used can be deleted from the system.

Reservation resources that have been associated with a reservation cannot be deleted, but they can be inactivated to prevent users from accessing them.

To delete a reservation resource:

  1. In the Resource field, select the value to delete.

  2. Click DELETE.

    A dialog box opens asking you to confirm your choice.

  3. Click OK.

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