My resources

Goal

My resources lists what you use in-house: a venue, equipment, a team, a vehicle… You assign a resource to a task delivered in-house, for that task's day. A resource serves only one event per day: etkivent refuses a double booking, and each resource shows its upcoming bookings.

Steps

1. Open My resources from the menu and click New resource (or Add a resource if the list is empty).
2. Fill in the Name, the Type (Venue, Equipment, Team, Vehicle or Other), and if needed the Capacity (optional) and Notes (optional), then click Save.
3. To use the resource, open a task of an event with Organize the task. Under Who takes care of it?, pick In-house (me or my team), then the resource in Resource used.
4. Date the task in the Where and when step: a resource is booked for a day, and saving is refused without a task date.
5. If the resource is already used that day by another event, saving is refused: pick another resource or another day. Several tasks of the same event can share the resource on the same day.
6. On each card of My resources, the Upcoming bookings list shows the booked dates, the event and the task; click an event to open it. "Free" means no booking is coming up.
7. To correct a resource, click Edit; the same window lets you Delete resource.

Frequently asked questions

Why can't I delete a resource? It is still used by an upcoming task. Remove it from those tasks, then delete it. Its past bookings keep it.

What happens to the resource if the task is handed to someone else? Only a task delivered in-house uses a resource: if you pick another person or provider, the resource is released.

The resource list is empty in the task? You haven't declared any resource yet: add some from My resources.

Where can I see my resources' use day by day? In the Schedule, each task delivered in-house shows the name of the resource used.