Booking Resources

This page guides you through the creation and the management of resource records that can be assign to either internal activities or client services .

These are the topics on this page

Introduction

The Resource Bookings list is accessed through the Employees>Booking Resources sub menu. Within Brevity we categorise resources as vehicles (pool vehicle), tools of trade & equipment and facilities (meeting rooms). The maintenance of resources resource allows for the physical asset to be pre-booked to either an internal activity or client service through the schedule board.

Navigating the Booking Resource Page

Click to expand and preview the fields and objects that comprise the Booking Resource page

The following is an outline of the fields that comprise the Booking Resource page:

Booking Resource name: This label lists the name of the booking resource, as it will be seen through the schedule board and against the schedule activity or client service.
Save: This button is used to create as well as save updates to an existing record.
Close: This button is used to close down the Booking Resource page.
Deactivate: This button is used to adjust the activity status of the Booking Resource record.
Notes: This button provides access to the notes function. Notes can be retained against the Booking Resource thereby tracking actions and communications.
Documents: This button provides access to the document function.
Delete: This button is used to delete the Booking Resource record.
Type: This is a drop down field that lists values that can be used to categorise the resource.
Name: This field is used to input the name of the booking resource, as it will be seen through the schedule board and against the schedule activity or client service.
Branch: This is a drop field that provides a listing of the branches that can be assigned to the Booking record.

Creating a Booking Resource Record

To create a booking resource record observe the following steps:

Select the Employees > Booking Resource sub menu to open the Booking Resource List page.
Select the New button to open the New Booking Resource record page within the browser.
Within the Type field select the applicable value that will be used to categorise the booking resource.
Within the name field input a description of the booking resource. Clarity is important so it makes it easy to identify the resource when assigning it to a service through the schedule board.
Within the Branch field select the applicable branch that will be assigned to the booking resource.

The selection made will determine the availability of the resource for service assignment through the schedule board.
Click the SAVE button to create the record.
Click the CLOSE button to exit back to the Booking Resource List.

Editing a Booking Resource Record

To edit a booking resource record observe the following steps:

Select the Employees > Booking Resource sub menu to open the Booking Resource List page.
From the record listing, highlight the Booking Resource record that is to be edited.
Either click on the edit button or double click on the Resource Booking record to open it within the browser.
Edit the Booking Resource record. Edits to the record can include as follows:

✴Booking category.
✴Description of the Booking Resource.
✴Branch assignment.
Click the SAVE button to update the record.
Click the CLOSE button to exit back to the Booking Resource List.

Changing the Activity status of a Booking Resource record

To edit the activity status of a Booking Resource record observe the following steps:

Observe the steps 1 -3 outlined under the topic Editing a Booking Resource record.
To deactivate the Booking Resource record click the Deactivate button
To activate the Booking Resource record observe the step 1 above and select the Activate button.
Once done, you can exit back to the Record List.

Deleting a Resource Booking record

You are advised that you should not delete a Resource Booking record that has been assigned to a client service. To delete a Resource booking record that has not already been assigned to a client service through the schedule board observe the steps outlined as follows. It is however recommended that you deactivate any resource booking record(s) that doesn't have have an immediate purpose.

Select the Employees > Booking Resource sub menu to open the Booking Resource List page..
From the record listing, highlight the Booking Resource record that is to be deleted.
Select the "Delete Button" in the upper right portion of the window.
Select the OK button to confirm the deletion of the selected record.

Allocating a Resource to a Client Service

The allocation of one or more resources to the client service is undertaken through the Schedule board. Your organisations available booking resources can be reviewed through the employee view. You will observe that the schedule board booking resources panels are shaded in blue.

To assign a booking resource to a client service observe the following steps:

Access the schedule Board within the Brevity web application.
Search for the client service that will be assigned the resource, by filtering the client list and scrolling through to the applicable day.

Resources can be assigned to scheduled, pending, unpublished and unconfirmed services.
Highlight the client service panel that is to be assigned the resource to make visible the Book Resource icon.

You can book the resource against multiple services within the schedule period
Select the Book Resource icon to open the Select Resource page.

✴ The resource list can be filtered by Resource Type and availablity.
✴ The Select Resource page can also be used to REMOVE a resource that has already been assigned to the service.
✴ Brevity will only allow the resource to assigned once to the service.
From the listing select the resource that will be booked against the service
Click the SELECT Button to update the schedule board within the booking.

The client service will reflect the resource booking as follows:

The resource will reflect the booking against the client service as follows