Entering the Resource Requirements of Activities
You can specify resources that are required or useful to run events for a particular activity version, and the quantity that should be booked. You can list resources types (such as 10 networked PCs) or specific resources (such as a named trainer or venue).
In the case of trainers, you can specify the role (such as, demonstrator, or primary presenter) for which the trainer is required.
Why Specify Resources as Required or Useful?
Once you specify that a resource is required or useful for an event, it enables you and other users to book resources later, using the Resource Bookings window, in one of two ways:
This retrieves all the required resources you specify for the event. This provides a short cut as you do not have to book the resources manually. Then, you can delete any, or all of the required resources, if you do not want to book them.
This displays a checklist of required and useful resources to enable you to see the resources before you book them. You can recognise required resources in the checklist as they have the value Y(es) in the Required column.
Suggestion: If you specify that a resource is required for an event, it appears on both the Required Resources and Resources Checklist. If you specify that a resource is useful to run an event, it only appears on the Resources Checklist. So, if you want to use the automatic method to book resources, specify that all resources are required for the event (rather than useful)--you and other users can then delete any of the resources, you do not want to book.
Checking the Resource Dates
If you specify that resources are required or useful, ensure that the start and end dates for the resource cover a wide enough period to enable you or other users to book the resource for events for a particular activity version in the future. The resource must be available on or before the start date of the event for which it is required (but not necessarily on the end date).
For example, if you run an event from December 16th to the 19th, the resource dates you specify for the activity could be December 1st to the 17th. The resource in this example is available before the start date of the event for which it is required.
Note: If you do not enter a wide enough period, you or other users are unable to book the required resources from the Required Resources button.
Prerequisites
Define resource types as values for the QuickCode Type RESOURCE_TYPE.
Define resources in the Resources window.
Define the roles trainers can play in facilitating events as values for the QuickCode Type TRAINER_PARTICIPATION.
Define usage reasons as values for the QuickCode Type RESOURCE_USAGE_REASON.
To enter the resources required by an activity:
1. Enter or query the activity in the Activities window.
2. Choose the Resources button.
3. Select a resource type, and optionally select a resource of this type.
4. Enter the quantity required to run the activity.
5. Check the Required check box if the resource or resource type is required for the activity. Remember, if you want users to be able to book this resource automatically, you must make it Required.
6. Select a reason why the resource is used, if required.
7. Select the role the trainer performs in delivering the activity for the resource type of Trainer.
8. Enter the start date for the use of this resource, and optionally, the end date. You must enter a start date for each resource you enter.
Note: Ensure that the dates you enter cover a wide enough period to enable you or other users to book the resource for events in the future. For more information, see Entering the Resource Requirements of Activities.
9. Continue to enter useful or required resources for the activity version, if required, then go to the next step.
