A Step-by-Step Guide to Enabling Resource Booking in EventBookings

EventBookings allows organisers to manage shared resources—such as swimming pools, halls, rooms, or equipment—directly within the event creation flow. The system automatically controls availability and capacity to prevent conflicting or overlapping bookings, ensuring resources are never overbooked.

This guide explains what Resource Booking is, how to enable it, and how to manage resources effectively.

What is Resource Booking?

Resource Booking is a feature that lets you attach bookable resources to an event and control how they are used.

With Resource Booking, you can:

• Add event-specific resources to your events
• Define how many times a resource can be booked
• Prevent double-bookings or overuse of shared spaces
• Automatically manage availability for both standard and timeslot-based events

Resources are always linked to individual events. Their capacity is enforced per event and, where applicable, per timeslot.

What You Can Do with Resource Bookings:

• Book swimming pools in different slots or sessions.
• Reserve a badminton court for a quick match.
• Book community centres/hall rooms for meetings or private events.
• Schedule time on the sports ground for team practice.
• Lock in a time for the basketball court.
• Book a vehicle for your transportation needs.
• Reserve a venue for your gathering.

Enabling Resource Booking for an Event

To enable resource booking within an event:

1. Go to the Event Information page.
2. Scroll to the bottom of the page.
3. Enable the Resource Booking toggle.
4. Once enabled, a Resources menu will appear in the left-hand menu of the event setup.

This menu allows you to assign existing resources to the event.

Creating Resources (Organisation-Level Setup)

Before you can add resources to an event, you must first create them at the organisation level.

Steps to Create a Resource

• Go to your Organization Dashboard.
• Scroll down the left-hand menu and select Resources.
• Click Add Resources.
• In the Add Resources popup, complete the following fields:
  • Type (Mandatory)
    The name of the resource (e.g. Swimming Pool, Conference Room).
  • Description (Optional)
    A short explanation of the resource or its usage.
  • Quantity (Mandatory)
    The total number of identical resources available (e.g. 3 swimming pools).
  • Image (Mandatory)
    Upload one or more images of the resource for attendees to view during booking.
• Save the resource.

Resource Actions

From the resource list, you can:

• Activate / Deactivate a resource using the toggle
• Open the More options (⋯) menu to:
  • Edit the resource
  • Delete the resource

Editing Resources

When editing a resource, you can update all standard details and will also see an additional option:

• Identifier (Optional)
  You may assign a unique code to the resource for internal reference or tracking.

Resource Capacity and Sharing Settings

Each resource includes a key setting that determines how it can be booked:

Can this resource be shared across multiple bookings?

Toggle: OFF (Default)

• Capacity is automatically set to 1
• The resource can only be booked once
• After one ticket purchase, the resource is marked Sold Out

Toggle: ON

• You can define a higher capacity
• The resource can be booked multiple times
• Bookings continue until the defined capacity is reached

Assigning Resources to an Event

Once the Resource Booking toggle is enabled, the Resources menu appears in the event setup.

To assign resources to your event:

1. Open your event and go to the Resources menu from the Event Overview.
2. Click Assign Resources.
3. Select the resource to which you want to assign the ticket(s).
4. Assign tickets from the Select Ticket dropdown.
   • You can assign one, multiple, or all ticket types to a single resource.
5. Click Save to apply your changes.

Resource Behaviour and Availability Rules

Resources are event-specific, meaning their capacity applies only to the event they are added to.

If event capacity, ticket capacity, and resource capacity are all configured:

• If event tickets are available, customers can continue booking
• If ticket capacity is reached, the ticket type shows Sold Out
• If resource capacity is reached, the resource shows Sold Out

Each capacity type is enforced independently.

Resource Behaviour for Timeslot Events

For events that use timeslots:

• Resource capacity is applied per timeslot
• Each timeslot manages its capacity independently
• When a timeslot reaches its limit, that specific slot becomes unavailable
• If all timeslots are sold out, the resource will display Sold Out

This ensures accurate availability for sessions running at different times.

Summary

Resource Booking in EventBookings provides organisers with precise control over shared spaces and assets. By combining event-level configuration with organisation-level resource management, you can prevent conflicts, manage capacity accurately, and offer a smooth booking experience for attendees—whether your event uses simple bookings or detailed timeslot scheduling.