Events
Set up bookable resources
Configure facility resources such as bays, lifts, rooms, staff, and equipment for scheduled events.
Use bookable resources when an appointment depends on something limited. A resource can be a detail bay, wash bay, lift, conference room, trailer, photographer, specialist, or any other item your team cannot double-book.
This guide helps you create the resource list and add individual bookable instances so scheduling can protect your facility's capacity.
Before you start
- List the things that limit scheduling capacity, such as bays, lifts, rooms, staff, or equipment.
- Decide how many individual instances exist. Example: one resource named Detail Bay may have instances named Bay 1 and Bay 2.
- Know whether any instance should be linked to a specific staff user.
- Decide which event types should require this resource.
- Make sure you have admin access to Settings > Events & schedule.
Understand resources and instances
A resource is the general thing customers or staff book. Example: Detail Bay.
An instance is the specific bookable item inside that resource. Example: Bay 1 and Bay 2.
If you only have one detail bay, create one resource named Detail Bay and one instance named Bay 1.
Open Bookable resources
Go to Settings > Events & schedule, then click Bookable resources list.
You can also open the page directly at Settings > Bookable resources.
Add a resource
- Click Add resource
On the Bookable resources page, click Add resource.
A window named Add resource opens.
- Enter the resource name
In Name, type the general resource name.
Examples: Detail Bay, Wash Bay, Lift, Conference Room, Transport Trailer, or Lead Technician.
- Choose the kind
Use Kind to describe what type of resource it is.
If you are not sure, choose the closest option. This helps your team understand the resource later, but the name is usually what staff notice first.
- Add a description
Use Description for simple notes that help staff understand when to use the resource.
Example: "Use for customer detail appointments and inspection work."
- Click Create
Click Create. The resource is added to the list.
Add an instance
- Select the resource
Click the resource name in the left column.
The Instances panel appears on the right.
- Click Add instance
Click Add instance.
- Enter the instance name
In Name, type the specific item or slot.
Examples: Bay 1, Bay 2, Lift A, Conference Room, or Trailer 1.
- Set capacity
Use Capacity to show how many appointments can use that instance at once.
Most physical items should have capacity 1. Use a higher number only when more than one booking can safely share the same instance.
- Link a user if needed
Use Linked user (optional) only when the instance is a person or belongs to a specific teammate.
If the resource is a room, bay, lift, or equipment, leave this as None unless your process requires a specific staff owner.
- Click Create
Click Create. The instance appears in the table.
Attach the resource to an event type
Creating the resource list is the first part. The second part is telling an event type to use that resource.
- Open Events & schedule
Go to Settings > Events & schedule.
- Edit the event type
Click Edit next to the event type that needs the resource.
Example: If detail appointments need a detail bay, edit Detail Appointment.
- Review Scheduling settings
In the Scheduling area, create or edit the booking option for this event type. Use Facility amenity (optional) to choose the resource instance this appointment should reserve.
This tells the calendar to check availability before the event is booked.
- Save and test
Click Save Changes, then create a test appointment from Schedule. Confirm the appointment uses the expected resource and does not allow unavailable capacity.
What success looks like
After setup:
- The resource appears on Settings > Bookable resources.
- Each resource has at least one active instance.
- The event type that needs the resource is configured to check it.
- Test appointments respect the resource's capacity.
- Staff can see which limited space, item, or person is being used.
Common examples
Detailing: Resource: Detail Bay. Instances: Bay 1, Bay 2.
Maintenance: Resource: Lift. Instances: Lift A, Lift B.
Customer tours: Resource: Showroom or Conference Room. Instances: Main Showroom, Upstairs Conference Room.
Staff-based work: Resource: Technician. Instances: Jordan, Taylor, Casey. Link each instance to the matching team user if helpful.
Troubleshooting
What to do next
After resources are ready, test the full workflow by creating an appointment from Schedule. If the event also needs photos, review Configure photo rules.