Add a bookable Resource
Now that we have created our Spaces, we can begin to add resources such as desks, carpark, or equipment. Start by heading to Manage > Spaces > Select your site > Select your space. Click the Resources tab and then Add a new resource.
You can then fill out the details of your resource:
Resource category: Choose which type of category this resource is. Please see here for how to add additional resource categories.
Name of resource: For example, 'Desk 1'
Attributes: Select or create any attributes associated with the resource
Image: Optionally upload an image of the resource. This can be particularly handy for people to identify the resource accurately when on site.
Max capacity: Set a maximum capacity for the resource. For a one-person desk, the max capacity would be 1. However for a four person desk, you can set the max capacity to 4 which will enable multiple people to book the same space
Notes: You can add any relevant notes, and these will be visible to those booking the resource
Booking Permissions: You can choose to make the resource available to everyone, or restrict access. When restricted access is selected, you can choose to restrict access by individual members, profile field value, or both. You can then select the members or set the profile field value condition.
Availability: Here is where you can choose when you would like to resource to be available for. This will initially show as a resource category default, but if you would like to change this, select 'Custom' to set your custom start and end availability times, and/or which days of the week this particular resource will be available for booking.
Active: Lastly, a new resource will show as active. You can change this to be inactive if needed by switching the 'Active' toggle.
Save your changes by clicking Add resource at the bottom. Your new resource will then show in the list view of Resources, and now be available for booking.
Upload Resources in bulk
Got a lot of resources to add at once to your Space? No problem. Head to Manage > Spaces > Select your site > Select your space and then click the List view on the resources tab. Next to Add resource you should see a drop down option, click this and then select Import CSV:
A popup will appear - click on Download CSV and a template to use for bulk uploading your resources will download:
Input the data required, as shown below, and then save the CSV file.
Return to the portal to upload your CSV and then click Add resources.
Once the upload has been completed, you will see a confirmation screen detailing how many resources have been imported, and how many have been updated (if applicable):
Your resources will now appear on your list and can be placed on your map and available for booking!
Tip: If any errors are encountered during the upload - you will see 'Issues detected' as below. You can download the CSV file to see the issues and how to fix them:
Edit a bookable Resource
Navigate to Manage > Spaces > Resources. Use the list view to find the resource you would like to edit, or use the Filters button to filter by space, category, or attribute(s). Click on the resource and make any changes needed in the drawer that opens on the right hand side, then click Save.
Note: The type of resource category cannot be edited once created. If you need to change this, you will need to delete the resource and create a new one.
How to add a custom resource category
There are three default resource categories in Sign In App Spaces: Desk, Equipment, and Carpark. To add your own custom categories, navigate to Manage > Spaces > Categories and click New Category.
A modal will open where you can enter the category name and select from a number of preset icon options. Click Add Category.
You will now see this new category display in the Categories table.
Clicking on this from the table will open a Category drawer on the right hand side of the screen. On the details tab of this drawer you can add Attributes particular to this category - either by selecting from the Attributes library or by adding a new attribute.
Booking permissions and downtime
In the editing drawer, you can choose to schedule downtime if needed. Click Schedule downtime where you can then select your Start and End downtime by date and time. It's important to note that if you schedule downtime on the Category, it means that any resource created within this particular category will then automatically have downtime scheduled too.
Each resource category also has a Booking permissions tab where you can configure availability and booking rules for all resources within that category.
Note: Changes made to booking permissions will only apply to new bookings.
Availability
Set the days and hours that resources in this category are available to book:
Choose between Single Day (a booking cannot cross midnight) or Available across midnight (a booking can cross midnight - perfect for shift workers) which is a category available on the Enhanced and Pro subscription plans only.
Set the Available from and Available until times to define the bookable window
Select which days of the week the resource is available by toggling the day buttons - days highlighted in green are active and available for booking.
Check-in and auto-release
Require check-in to booking - When enabled, employees must check in to confirm their booking. You can configure here how many minutes before the booking starts that the check-in can occur. If you require check-in, you can also select whether you want the resource to auto-release the booking if there is no check-in - freeing up unused resources automatically. If this is selected, you can then select how many minutes after the booking starts that the resource will be auto-released. This feature is available on the Enhanced and Pro subscription plans only.
Booking rules
Restrict how far in advance people can book - Limits how many days ahead a member can make a booking for this category
Allow booking multiple resources for the same timeframe - When enabled, members can hold more than one resource booking at the same time for the same category type
Add buffer time between bookings - Adds a gap between the end of one booking and the start of the next, useful for cleaning or setup time
Take a look at our guides for Resource Availability and Booking a Resource.