Adding and Editing Items (Spaces and Resources)

• Click Add New Space at the top right of the page

• Add the Space Name

NOTE: You can start a “hierarchical tree” for any item such as a space, for example "Building A" and then add “children” to the hierarchical tree, such as the floors, or rooms in that building by selecting the green "+" button to the right of the parent space. When referring to a hierarchical tree, a “parent” is considered the top node and the “child” is the item under/within the “parent”. You can order the spaces by dragging and dropping to the desired location.

• Next, you can associate "Allowable Configurations" (Advanced Setting). Adding "Allowed Configurations" is an optional feature and only necessary if you plan to offer various configuration descriptions per room.

• The “Can Item be Scheduled?” and “Requires Approval” both default to being checked, adjust if desired.

• Add the Maximum Space Capacity (this is optional but is a recommended field to include to assist with the Find a Space search feature and when choosing a space that will accommodate the number of people attending).

• At the SPACE level, you can set a "minimum" number of people required in order to reserve the space.  You can set it by editing any desired SPACE by selecting the blue edit button, go to the following setting, enter your "Minimum # of People Required to Reserve Space" as shown below. 

NOTES: By setting this value, your users will no longer be able to reserve the SPACE unless they meet the minimum # of people that is set.  This really helps you avoid having the bigger rooms booked for smaller events.  

 If a SPACE is unavailable due to this restriction the user will see an unavailable notice with a # of People violation reason.  

Combos - If you are adding a combo space that is a large room that can be divided into smaller spaces, then select "Combos" to set this up.

Once all of the required space information has been added, be sure to SAVE!

Editing a Space
To edit a space, go back to Spaces and select the blue edit button to the right of the desired space.

Here, you can make your desired changes and SAVE. You will also notice that there are additional grids located on the bottom of the page.

Additional Grids - There are additional grids below that includes "Allowed Configurations". Here you can add a configuration to the space, set a max capacity for the configuration based on the space, set it as the space default so that it shows on the Setup tab of your event to the right of the space. You can also remove any configurations from a space here by selecting the red "Remove" button.

You can add any document from the document library by going to the "Documents" grid and selecting "Add More Documents from Document Library".

If you are adding a combo space that is a large room that can be divided into smaller spaces, then select "Combos" to set this up.

Do you have any resource restrictions for the space? If so, click on the "Items Restricted" grid to view.

Once you have completed adding your information, be sure to select SAVE!

You can delete a Space by clicking on the Space, then click the red Delete button and process accordingly.

RESOURCES: Add resources (movable asset) or attributes that are for used as part of an event (i.e. video projectors, sound equipment, flip charts, chairs, tables, etc.).  

• Go to Settings>Basic>Resources
• Select "Add New Resource"

• Next, add the resource name

• The “Can Item be Scheduled?” and “Requires Approval” both default to being checked, adjust if desired.

Tracking a Resource: To track a resource, place a check-mark in the box under Inventoried Resource ? AND add your Quantity on Hand (see attached image below).
NOTE: Every time an event is added that requires the inventoried resource, you will be able to see how many are available and/or if there is a shortage. If there is a shortage, it will appear on your dashboard under "! Resource Shortages".

Editing a Resource
Go to Settings>Basic>Resources and click on the blue edit button to the right of your desired resource, make changes and SAVE.

You will also notice that there are additional grids (same as Spaces with exception of Combos) at the bottom of the page as follows. To open, click on the name or select the expand button as shown below.