How do I add a Resource?

Resources are some of the most flexible features in the CircuiTree system.  However, when features are flexible, they can also get pretty confusing!  That’s why we want to shed some light on the mystery that is “the resource”.

Adding a Resource

To learn about resources, you’ve got to have some in your system, right?  So let’s get started!  Navigate to CampLink > Configuration > Resources and you will see this search screen.  To find a particular resource, fill out the search fields and select the resource you want from the list of results.

To add a new resource, click on the “Actions” tab and select “Add”.  Then choose the resource type from the list given.  “Resource Types” are pre-set values that help you organize your resources.

Add1

This time, we chose an “Activity” resource type.  Fill out the fields below with the information specific to the resource you are creating.  We will talk about the fields and what they are when we look at the different resource types.  From here, you can save, or select “Advanced Configuration”.

NOTE:  Some resource types are added with a pop-up, like the screen shot below.  Others take you automatically to the “Resource Details,” which we will talk about next.

Add2

By selecting “Advanced Configuration”, you are taken to the “Settings” screen, which is a part of the “Resource Details”.  Again, some resource types may take you directly to this screen when adding a resource.  You will fill out the fields on this screen if that is the case.

Add3

Next are the “Sub-Resources”.  These are resources that belong under a “Parent Resource”.  For example, this resource is called Fun in the Sun, but it has a sub-resource for the Jet Skis activity, which will take place as a part of Fun in the Sun.  Sub-resources are also often used in lodging resources.

Sub-Resources

Now it’s time for “Charges”.   This section is where you can create the fees for each resource, including deposit and cancellation fee.  To add a new charge, right click in the charges section and select “Add” or go to the gear icon and click “Add”.

Resource Charge1

Here is a “Resource Charge”.  You can have several resource charges on one resource that apply at different times or to different types of reservation.  Populate the fields to create a charge on the resource.  Here are the field definitions:

AR Category – The Accounts Receivable category you would like these funds to be assigned to

Charge Amount – The fee that you would like to place on the resource

Start Date/End Date – This is how long the charge will be active.

Whom does this apply to?  or Applied when? – There are two options here:  Programmed Event or Guest Group.  Selecting “Programmed Event” will mean that this charge only shows up on events to which it has been allocated.  Choosing “Guest Group” means that a group that is not part of an event can rent this resource.

How do you want this to charge? – Here you can select “Days” or “Nights”.  Your selection will determine when a charge is placed on the reservation.  For example, if you rent out a cabin to group who is staying 5 days and 4 nights, choosing “Days” would add the charge 4 times, while choosing “Nights” would add it 5 times.

How often do you want this to apply? – Here you can select a “Flat Fee” or “By Resource/Reservation”.

Allow discount? – This is where you can determine if you want discounts to affect this charge.

Example 1:  This is a $500 charge for the summer of 2013.  It only applies to guest groups that are not registered for an event.  They will apply a flat fee calculated by days, and the fee is eligible for discounts.

Resource Charge2

Example 2:  This is a charge for the same resource, but we have changed the dates and the charge amount.  That means that this same resource will cost $500 for the summer of 2013 and $300 from the fall of 2013 through the spring of 2014.

Resource Charge3

Example 3:  This is a brand new charge that covers a 4-year timespan.  It is a $15 charged for programmed events, and is calculated by resource, by reservation.

Resource Charge4

Next, we will look at “Reservations”.  On this screen, you will see a grid listing every reservation of this resource and the party reserving it.  You can click on the bell icon to view the reservation details.

Reservations

Finally, we have the “Allocations” tab.  This shows us the time frames the particular resource has been allocated to.   Make sure when you search, you change the dates in the upper right-hand corner of the screen.  These default to today’s date and must be edited for a broader date range.  Again, you can click on the icon to take you to the allocation details.

Allocations

Amenities, Capacity-Based Amenities, Equipment, and Facilities

These three resource types have similar settings, so we’ll discuss them as a group.

Name – The name of the resource

Resource Type – Pre-set values that help you organize your resources

Resource Category – This is an additional field that helps you further organize your resources.  However, the values are not pre-set; you can configure them yourself.

Allocation – Select either days or nights (ex. Nights for lodging, days for an activity)

Quantity/Capacity – This is the number of people who can reserve this resource.

Parent – All resources can have or be a parent resource.  The “child” resource is the same thing as a sub-resource.  For example, the parent resource could be called “Cabins”, and it’s children or sub-resources would be “Cabin 1”, “Cabin 2”, etc.

Description – Here you can describe the resource.

Status – A resource can be active or inactive

Priority – This field is used in the housing selection process, to give one resource priority over another.

Location – Here you can select a location for your resource.

Cost Center – Aptly named, this field is where you put the cost center for the resource.

Reserve Option – This field gives you the option to reserve this resource for events only, or without an event (ex. A group rents out a facility for a family reunion).

Comments – Any additional comments can be place here.

Exclusive Use – Exclusive use determines if the resource can be shared between reservations or allocations.

Hide from Web – Check this box to hide the resource from the web.

Resource Configuration (for Capacity-Based Amenities)

Here, you have the ability to configure the resource differently for different events.  If you want the resource to have a capacity of 25 for your summer camp events, but a capacity of 35 for fall retreats, you could configure that in this section.

Amenity

Amenity (capacity)

Equip

Facility

Person

Sometimes people can be resources too!  This resource can help you schedule classes, speakers, and individual mentoring sessions.

Name – The name of the resource

Resource Type – Pre-set values that help you organize your resources

Resource Category – This is an additional field that helps you further organize your resources.  However, the values are not pre-set; you can configure them yourself.

Allocation – Select either days or nights (ex. Nights for lodging, days for an activity)

Capacity – This is the number of people who can reserve this resource.

Parent – All resources can have or be a parent resource.  The “child” resource is the same thing as a sub-resource.  For example, the parent resource could be called “Cabins”, and it’s children or sub-resources would be “Cabin 1”, “Cabin 2”, etc.

Description – Here you can describe the resource.

Status – A resource can be active or inactive

Priority – This field is used in the housing selection process, to give one resource priority over another.

Location – Here you can select a location for your resource.

Cost Center – Aptly named, this field is where you put the cost center for the resource.

Reserve Option – This field gives you the option to reserve this resource for events only, or without an event (ex. A group rents out a facility for a family reunion).

Comments – Any additional comments can be place here.

Exclusive Use – Exclusive use determines if the resource can be shared between reservations or allocations.

Hide from Web – Check this box to hide the resource from the web.

Resource Configuration – Here, you have the ability to configure the resource differently for different events.

Person

Lodging

Lodging is one of the most commonly-used resources.  We’ve made it easy to use and have expedited to housing assignment process (learn more about that here).

Name – The name of the resource

Resource Type – Pre-set values that help you organize your resources

Resource Category – This is an additional field that helps you further organize your resources.  However, the values are not pre-set; you can configure them yourself.

Allocation – Select either days or nights (ex. Nights for lodging, days for an activity)

Capacity – This is the number of people who can reserve this resource.

Parent – All resources can have or be a parent resource.  The “child” resource is the same thing as a sub-resource.  For example, the parent resource could be called “Cabins”, and it’s children or sub-resources would be “Cabin 1”, “Cabin 2”, etc.

Description – Here you can describe the resource.

Status – A resource can be active or inactive

Priority – This field is used in the housing selection process, to give one resource priority over another.

Location – Here you can select a location for your resource.

Cost Center – Aptly named, this field is where you put the cost center for the resource.

Reserve Option – This field gives you the option to reserve this resource for events only, or without an event (ex. A group rents out a facility for a family reunion).

Comments – Any additional comments can be place here.

Exclusive Use – Exclusive use determines if the resource can be shared between reservations or allocations.  For example, if you have a hotel with open reservations, you probably wouldn’t mark it “Exclusive Use”; but if you have cabins at on one camp’s site, you probably would mark it “Exclusive Use” so that only attendees of that camp could be housed there.

Hide from Web – Check this box to hide the lodging from the web.

Resource Configuration – Here, you have the ability to configure the housing differently for different events.  If you want the lodging to have a capacity of 25 for your summer camp events, but a capacity of 35 for fall retreats, you could configure that in this section.

Lodging

Meals

Name – The name of the resource

Resource Type – Pre-set values that help you organize your resources

Resource Category – This is an additional field that helps you further organize your resources.  However, the values are not pre-set; you can configure them yourself.

Default Meal Time – This is the amount of time each meal is allotted (can be configured on the specific event”

Allocation – Select either days or nights (ex. Nights for lodging, days for an activity)

Quantity Available – This is the number of meals available for a particular meal time

Display Order – If there are multiple meals, you can order them here.

Parent – All resources can have or be a parent resource.  The “child” resource is the same thing as a sub-resource.  For example, the parent resource could be called “Cabins”, and it’s children or sub-resources would be “Cabin 1”, “Cabin 2”, etc.

Description – Here you can describe the resource.

Status – A resource can be active or inactive

Priority – This field is used in the housing selection process, to give one resource priority over another.

Location – Here you can select a location for your resource.

Cost Center – Aptly named, this field is where you put the cost center for the resource.

Reserve Option – This field gives you the option to reserve this resource for events only, or without an event (ex. A group rents out a facility for a family reunion).

Comments – Any additional comments can be place here.

Exclusive Use – Exclusive use determines if the resource can be shared between reservations or allocations.

Hide from Web – Check this box to hide the resource from the web.

Meal1

Meal2