Configure Resources for a Category

Configure a category prior to configuring the resources for that category.

1. On the EMS menu bar, click Configuration > Resources.

   A list of all the categories that are configured in your EMS database and for which you can configure resources opens. If a category is not listed, you can configure it.

2. Select the category for which you are configuring the resources.

   The Resources window opens. This window lists all of the resources configured in your EMS database for the selected category with an Active status.

   • To view all resources for the category in your EMS database, regardless of status, under Show, click Inactive.
   • To filter the displayed resources based on the Resource name, in Filter, enter a search string.

   The search string is not case-sensitive, but your search is limited to the exact order of the characters in the string and it must begin with the information for which you are searching. For example, a search string of Cold returns Cold Boxed Lunches, but not Sandwiches (Cold).

You can configure a resource “from scratch” or copy an existing resource. Select the resource that you want to copy, and click Copy.

1. From the Resources dialog, click New.
2. Enter the information for the new resource.

3. Click Spelling to spell check the information that you entered for the resource before you save it.
4. Continue to one or more of the subsequent procedures to further configure the resource:
   • Assign Calculations to a Resource
   • Configure Pricing for a Resource
   • Associate an Image with a Resource
   • Edit Production Items for a Resource
   • Exclude Rooms for a Resource
   • Create a Package for a Resource

   After you finish configuring the resource, click OK.

After you configure the resource, you can do the following:

• If this is the first time that you configured resources for the category, and the category is Catering or Resources, w Service Orders, you must also configure at least one default service type.
• You can define production items for the resource and/or define selections for the resource.

You can assign calculations at the category level. If you already assigned calculations to a resource’s category, then these calculations are automatically applied to new resources for the category. These calculations display in the Selected list after you click OK and save the resource.

1. Open the Resource dialog, and select the Calculations tab.
2. On the Available list, select the calculation, or Ctrl-click to select the multiple calculations that are to apply to this resource, and then click the Move button (>) to move the selected calculations to the Selected list. If a calculation is not available, you can configure it.
3. Continue with other configurations for the resource. Otherwise, click OK.

You can also configure the resource price on the Edit Pricing window or when you are configuring rate schedules.

1. Open the Resource dialog and select the Pricing tab.

2. For each rate schedule, select the rate schedule row and then click in the Pricing Method field and select the pricing method.

   The pricing method determines the cost for reserving the resource (see the following table). If a rate schedule is not available, you can configure it.

3. After you select a pricing method, click in fields to select the amount and edit as needed.

4. Continue with other optional configuration for the resource. Otherwise, click OK.

From the Images tab on the Resource dialog, you can associate an image with a resource. Images must be in one of the following formats—.gif, .jpeg, .jpg, .bmp, .wmf, or .png and not larger than 615 x 350 pixels. If you attach an image larger than this, you might not be able to view the image without scrolling. Any images that you associate with the resource are displayed only in EMS Web App. They are not displayed in the EMS Desktop Client.

1. From the Resource dialog, and select the Images tab.
2. To display an image of the resource in the EMS Web App interface, click New.

   The Find Image dialog opens.

3. Browse to and select the image, then click Open.
4. Optionally, after selecting the image, in Web Long Description, enter a description of the resource. The value that you enter here defines the “long desc” attribute for web content accessibility.
5. Continue with other configuration for the resource.
6. Click OK to close the Resource dialog.

The Production Items tab lists all the production items that have been defined in your EMS database (see also: Define Production Areas and Production Items for a Catering Resource).

The Production Items tab is available only if you did NOT select Production Item on the Resource tab when you were configuring the resource.

1. From the Resource dialog, select the Production Items tab.
2. To filter the production items that are displayed, do one of the following:
   • Select a production area. (The default value is (all).)
   • To filter the displayed production items based on the Item name, in the Filter field, enter a search string.
   • Select Show Selected Only. Only those production items that have previously been selected for the resource are displayed.
3. Select a production item and change the quantity for the item. If you do not want a production item to be assigned to the resource, set the quantity to zero.
4. Continue with other optional configuration for the resource.
5. Click OK.

This feature prevents a resource from being allocated for a specific room.

1. From the Resource dialog, select the Excluded Rooms tab.
2. Select the search criteria to search for the excluded rooms.
   • Building
   • Room Type – leave the default value of (all), or select a specific room type.
3. On the Available list, select the room (Ctrl-click to select multiple rooms) from which the resource item is to be excluded, and then Move (>) to the Selected list.
4. Continue with other optional configuration for the resource. Otherwise, click OK.

A package is a group of resources. You can combine a list of related resources into a package to streamline booking. For example, an Instructor A/V package might include a laser pointer, a mobile microphone, and a flip chart. You select the items for a resource package on the Package Items tab on the Resource dialog. You can set the price for a package to be the sum total of the individual resources that make up the package, or you can set an independent price for the package.

The Package Items tab is available only if you select Package on the Resource tab when you are configuring the resource.

1. From the Resource dialog, select the Packaged Items tab.

   The tab displays all the resources configured for the selected category.

2. To filter the display, click Show Selected Only.

   Only those resource items that have previously been selected to be part of the resource package are displayed.

3. For each resource item that is to be included in the package, double-click Quantity, and then enter the quantity for the resource item.
4. Continue with other optional configuration for the resource as needed. Otherwise, click OK.