Create and manage your resources

Resources make the booking experience for your guests and your guest capacity management simple. They are one of the first items to set up in ROLLER. 

Resources include the areas your guests book into when purchasing products and tickets at your venue. Once your resources are set up, you can:

• Maximize the number of people who can enjoy your venue at any one time.
• Link your time-based products to resources and make sure you never overbook.
• Restrict guest bookings to a single product or ticket type for a session once one type is booked. 
• Automate the assignment of bookings to a series of resources.
• Manage, monitor and adjust your resources and venue capacity in real time.

This article shows you how resources can be created and used to manage your physical venue capacities and resources to support them.

Plan your resource setup

Before creating your resources, think about the different areas in your venue and the maximum number of guests each area can hold. 

You should have a resource for any area you wish to maintain capacity for, such as each room or section where guests can book into.

For example, imagine a venue that has:

• A rock climbing area with a capacity of 150 guests
• A trampoline area with a capacity of 200 guests
• A party room with a capacity of 20 guests.

In this example, you can maintain the venue's capacity by creating three resources (one for each area or room).

 

 

You can also create groups to help you manage and assign your resources (eg a group for your party rooms).

If you have products that have their own capacities but no designated physical area, you should also create a resource for them. For example, if you have fitness classes with a capacity of 10, you should create an independent resource for the fitness classes in order to manage capacity for them.

 

Create a resource

To create a resource:

1. From Venue Manager, go to Settings > Resources.
2. Click + Create a resource.
3. Enter the resource name and capacity.
4. Under Booking rules, select if it's a single booking or multiple bookings resource:

Single booking	Select single booking for a resource where only one booking at one time can take place, regardless of whether capacity is full or not. For example, party or function rooms.
Multiple bookings	Select multiple bookings for a resource where multiple guest bookings can take place at the same time until capacity is full. For example, a general trampoline area or go-kart track.

5. If you select multiple bookings, you have additional options:

Multiple products	This option is selected by default and allows multiple guest bookings at the same time until capacity is full. You can also use this option for a resource where guests who have purchased different products can participate at the same time. An example is a trampoline area where guests who buy a 60-minute jump product can jump alongside those who have purchased a 90-minute product.
Single product	Select this option for a resource which is limited to a single product per time slot once a booking is made for a product. An example is a virtual reality room which offers multiple different virtual reality experiences. Once a guests books an experience for a time period, all other bookings for that time are restricted to the same product.
Single ticket type	Select this option for a resource that is limited to a single ticket type per time slot once a ticket is booked. An example is a laser tag area which does not allow adults and children to compete alongside each other. Once a booking is made for an adult or child ticket type for a time period, all other bookings for that time are restricted to the same ticket type.

 

 

Create a group

Groups automate the assignment of bookings to a series of resources.

For example, if you have 3 party rooms, create a party room group with 3 party room resources, and assign your party products to the group. Any party bookings are automatically allocated to the first available resource in the group.

To create a party room group:

1. Click + Create a group.
2. Name the group (eg Party rooms, Function spaces or VIP rooms).
3. Click Add new resource.
4. The Add new resource panel appears. 
5. Enter the resource name and room capacity.
6. Select single booking resource for the first party room, enter its name and capacity, and click Save resource.
7. Repeat steps 3 to 6 for all party rooms.

Find a resource

By default, the newest resource appears at the the top of the Resources page.

Use the search bar at the top of the page to find a resource. You can also filter by single booking or multiple bookings.

View associated products

For resources that have been linked to products, the number of associated products display as a link.

• Select the product link for the relevant resource to view associated products.
• The View products panel opens. 
• Hover over a product in the panel and click Go to product. You'll be taken to the product's settings page. 

 

Edit or delete a resource

Once a resource has been associated with a product, you can update its name and capacity, but not its booking rule. To update its name and capacity:

1. From Venue Manager, go to Settings > Resources.
2. Search for the resource you want to edit and update its name and capacity. 
3. Click Save resource.

To edit a booking rule for resources with associated products, you need to first detach the resource from the products:

1. Click the link to the number of products for the resource.
2. In View products panel, hover over a product and click Go to product.
3. The product's settings page appears.
4. Deselect the resource from the product and ticket types and click Save.
5. Once all associated products are detached, return to the resource to update it.

To delete a resource with associated products, you also need to first detach the resource from the products:

1. Click the link to the number of products for the resource.
2. In the View products panel, hover over a product and click Go to product.
3. The product's settings page appears.
4. Deselect the resource from the product and ticket types and click Save.
5. Once all associated products are detached, return to the resource.
6. Select the resource and click the options menu (3 dots) at the top of the Edit panel.
7. Select Delete. 
8. Confirm you want to delete the resource. This cannot be undone.