Add and manage resources

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By Village
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Resources can be essential components in managing your activities effectively on Village. This guide will provide you with a thorough understanding of what resources entail and how to leverage them.

What are resources?

Resources encompass various elements crucial for your activities, including staff (teachers, instructors), spaces (physical locations like classrooms or rooms), and equipment. 

You can assign resources to any activity type to avoid scheduling conflicts by automatically preventing overlapping bookings. This will allow you to better organize your available resources. Whether you're a solo piano teacher or a facility manager overseeing multiple resources, utilizing resources optimally can be key to organizing your scheduling effectively.

You'll find all your resources neatly organized on the resource tab, categorized into three types: Staff, Spaces, and Equipment.

Add a resource

Adding a resource is a simple process:

  1. Navigate to the resource tab.
  2. Tap "Add resource."
  3. Select the resource type and provide a name.
  4. Define resource availability based on your needs.

Resource availability

Resource availability settings vary based on the resource type:

Resource availability for staff

  • General availability: Set when resources are regularly available on a weekly basis.
  • Override availability: Set the availability for specific days when the general availability doesn't apply. Maybe they are covering for a coworker or you have a doctor appointment.
  • Buffer time: Add intervals between events to allow for rest or transition

Resource availability for spaces and equipment

While Spaces and locations have a 24/7 general availability by default and you can’t edit it, you will be able to override the availability in case that space is unavailable or in repair and add a buffer time taking into consideration that resource needs a pause, clean up time, repair, etc.

Resource conflict check

To ensure smooth scheduling, Village performs a conflict check within resources:

  • For Appointments: Checks availability of resources assigned to appointments to display suitable booking slots.
  • For Series and One-offs: Once assigned, resources are unavailable for booking on appointments.

Resource calendar view

Visualize resource utilization and conflicts easily by navigating to the calendar and exploring the resource calendar view where you can effortlessly track the events assigned to each resource.

Archive resource

You can archive resources if you no longer need them:

  1. Click on the ellipsis menu on each resource row.
  2. Click “Archive”.
  3. Confirm you want to proceed with the action on the warning modal.

Note that this action cannot be undone. Archiving a resource will remove it from all appointment settings, making it unavailable for future family bookings going forward. Be aware that you must manually manage any appointments booked before archiving a resource, as well as series or one-off schedules that utilize that resource, to ensure they are either reassigned or canceled appropriately.

By following this guide, you'll be equipped to optimize your resource management and streamline your scheduling processes. Should you encounter any issues or have further questions, our support team is always available to assist you.

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