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Overview
Navigate Property Managers, Bookings Managers and Workplace Managers can create new resources. Workplace Managers can use the Bookings module to create and manage resources for their company only or for the wider building community.
Resources created by a Workplace Manager for their company only cannot be seen or managed by any of the building Bookings team.
To get started, navigate to the Resources catalogue tab and click on "New Resource" in the top right hand corner
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If you have access to more than one site, choose your chosen site from the drop down provided.
Select the building and level for this site from the drop down provided
Workplace Managers will only be able to select buildings/levels that their company is associated with in Equiem One.
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Details
Enter the title of the resource.
Select the type of resource from the dropdown menu.
You can add a custom Type for your resource in the Settings if there are none suitable in the drop down list.
Set the maximum occupancy (pax) for the resource.
Add a description of the resource
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Add an hourly, half-day and full day rate for your resource
Add an hourly after hours and weekend rate, if this is applicable
Add your business start/end hours and half day duration to allow the correct rates to be calculated for bookings
Select how users will be able to pay for this resource by ticking the relevant box(s). You can choose between credit card, invoice, credits (if available on your platform) or all three. The credit card payment method is not available for Workplace Managers.
You can also choose to exempt this resource from the tax rate that has been set up for your site by ticking the box provided.
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Choose if all bookings for this resource should be automatically approved. If this box is unselected, Property/Bookings/Workplace Managers will receive an email when a user requests to book the resource, they can then decide to approve or decline the request.
If you have enabled payment by either credit card or credits, bookings must be approved automatically.
You can also choose to manually approve bookings for selected companies with all other companies having their bookings automatically approved. If this option is selected, you will need to add the selected companies from the drop down provided and choose whether the resource cost should be hidden during booking.
If the Visitor Management module is enabled at your site, choose if users should be able to invite a visitor as part of their booking. Tick the box to enable visitor invites.
Choose if all users at your site can book this resource or if it should be restricted to a selected group of users, for example, to a specific company, building or role.
If you choose for a select group of users to book this resource, use the pencil icon to edit which users can book.
Press Select Audience
Using the segmentation pop-up, add a segment based on who you would like to be able to book this resource and save the audience. In the below example, this resource will be segmented to those that work at Equiem only.
You can choose whether your audience segment should have the same rates as set in the Rates section or if they will be custom.
If this segment will have different rates, enter them in the pop-up provided and press Save. If they will have the same rates, press Save straight away.
A summary will be displayed. You can continue adding multiple segments of users who will be able to book this resource. Each can have a custom rate, if required.
Continue by selecting Add Another Audience. Use the pencil icon or red cross to edit or remove existing segments as required.
Use the Add Another Audience button to add additional audiences at other sites, if applicable, by choosing your additional site(s) from the drop down list provided.
Additional Settings
Choose if users should be able to make a recurring booking for this resource. Tick the box to enable. Note, you will not be able to select this option if you have configured the resource to require manual approval.
All resources are automatically assigned to the company the creator belongs to, so you'll see your company in the Created By section. You won't be able to change this yourself, but if you do need to edit the company, please reach out to our support team.
Resources can only be edited by a user with the relevant role from the same company the resource was created by.
If you have spaces at your site which are dependent on each other, for example, if you have meeting room A and meeting room B which can be opened out to make a larger meeting room C, you'll need to make sure that when a user books meeting room C, they're also booking meeting rooms A and B.
Make sure you've created your child resources first, then select them from the drop-down list.
These dependent spaces will be automatically booked at no extra cost to the user, and other users will be unable to book them at the same time.
If you have an external calendar used to book resources, you can add the ICS link for the calendar and the email address for the calendar to ensure that bookings made on the calendar are blocked out on the platform, and bookings made through the platform are blocked out on the calendar.
Add them in the provided section to sync.
Access Control
If you have an access control integration set up for bookable spaces, you can add the access group information here to ensure either the host or visitor (if adding visitors to bookings has been enabled) receive a QR code to access the space as part of their confirmation email.
Select the relevant group from the drop down(s) provided.
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Terms and Conditions
Add any terms and conditions for your resource in the terms and conditions section.
You can use formatting and links as required
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The resource will now be visible in the your Resources catalogue.