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Resource Management

Updated over 3 weeks ago

Content of the article

  • Layout of "Resource Management"

  • Overview

  • Getting Started

  • Common Use Cases

  • Quick Tips

"Resource Management" Page Layout

Overview

What it is: Resources Management helps you organize and control the equipment and capacity needed for your experiences, so each guest always gets what they need.

Key benefits: Prevent overbookings by making sure you never promise more spots than you have equipment or space for. Save time and avoid confusion with automatic tracking, so you focus on running great experiences instead of counting gear.

Core capabilities:

  • Create different types of resources (e.g. kayak, instructor, surfboard) with custom names and capacities

  • Set automatic buffer times for cleaning or preparation between uses

  • Attach resources to your experiences and control exactly how they are used

  • System automatically adjusts the capacity on your events based on your resourcesSystem automatically updates availability based on your resources

Getting Started

How to Create a Resource Type

  1. Go to Experiences → See resources at the bottom of the page → You’ll see a list of your resource types (like kayaks, etc.)

  2. Click + Resource type (top right or bottom of resource list) → A new entry form will appear
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  3. Give your resource type a name (e.g. Kayak,) → Name will show for you and staff
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  4. Set the capacity per resource (e.g. 1 kayak seats 1) → Capacity is set for each item
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  5. (Optional) Add a follow-up time if your resource needs a buffer to get ready for the next use (e.g. cleanup or prep) → Ensures no back-to-back bookings if not ready
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  6. Click Create → Your new resource type is saved
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How to Attach a Resource to an Experience

  1. Open the Experience you want to update → Navigate to the experience details page
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  2. Scroll down to Resources and click Add resource → Opens a list of available resource types
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  3. Choose the resource type to assign (e.g. Kayak)
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  4. Decide how the resource should be applied:

    1. Per Event → Resource used once per event

    2. Per Booking → One resource per booking/reservation. This affects max booking size to the capacity of the resource.

    3. Per Ticket/Add-on → Each specific ticket/add-on gets one resource of a specific type allocated (e.g. one kayak per guest)
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  5. Click Save → Resource is now tied to your experience and controls how many guests can book

How Resources Affect Availability

  • If you have a resource type Kayaks with 5 resources, and you attach Kayaks as per ticket, only 5 people can book the experience/event.

Common Use Cases

Equipment Allocation

When to use: You have limited gear (kayaks, surfboards, etc.) and need to match booking numbers to available inventory.

Example: You have 12 kayaks – only 12 people can book the “Kayak Tour” at once.
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Instructor or Staff Scheduling

When to use: You need to ensure each group has a dedicated guide or instructor, but you only have a set number available.

Example: Only 3 surf instructors are available, so only 3 group lessons can be booked at the same time.
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Quick Tips

  • Add a buffer/follow-up time to avoid back-to-back bookings and ensure time for cleaning or reset

  • Use clear, descriptive names for resources so staff and guests understand what’s available

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