If your activities depend on resources like boats, tour guides, or equipment then you can set up a resource dependency rule, which means that when there are no more resources available, the associated activities will no longer be available for booking on that day or time.
The resource feature is a great way to limit capacities and avoid overbookings of multiple activities and rentals that depend on the same inventory (equipment, spaces, guides).
In order to setup the resource manager correctly you need to do two things:
- Setup your available resources
- Link the resources to the activities that are dependent on it
Create Your Resource
Go to Inventory > Resources on the left menu to get to the resource manager page.
You can either setup each resource with our form or you can bulk upload an CSV spreadsheet with all your resources. Click either Add Resource or Import Resources the structure of your CSV file is explained there.
Each Resource needs a unique identifiable name, a type (for internal reasons) and the capacity this resource can manage. With capacity the number of guests is defined that can occupy this resource.
Please make sure that you add each resource correct with the actual capacity and not aggregate capacities, example:
- 10 Jetskis with one guest: 10 x Resource with capacity 1
- Bus with 50 seats: 1x Resource with capacity 50
- Guide that can manage a group of 8: 1x Resource with capacity 8
- Rope course than can be occupied by 30 people: 1x Resource with capacity 30 and shared
- 20 Rafting boats with 8 guests: 1 x Resource with capacity 160
- 100 Bicycles: 1x Resource with capacity 100 and shared
Edit your resources
Import and Export resources
The import and export features allows you to bulk upload your resources and once they are setup you can edit them by downloading the export, edit the file in Excel or Google Spreadsheet and then upload the CSV again.
To get a general overview of your resources and how much you have available at a certain point, the resource calendar is a great feature to use. Use the left navigation menu and go to Inventory>Resources and click on the Calendar View button.
Here you can view your entire schedule and quickly reference tours from any date and time.
Link Resources to an Activity
Once you've created a resource, go to the activity you wish to constrain by a resource, Inventory>activities and select Options>Edit Activity on the specific activity you want to link a resource to.
Then click on the tab Resources (note; this tab is only displayed when you have resources created)
Check the box The activity is limited by resources and then click the + next to the resources you want to add to this activity.
You can link multiple resources to an activity, but keep in mind that if all of the assigned resources are full, then that activity will be unavailable for bookings.
Note; If your activity is based on vouchers (not attractions or trips) then the resource dependency rules will have no effect on the availability of these activities.