How to choose who can book a resource

Every resource has a ‘bookable by’ setting, and it decides who can request it and from where. Getting this right for each resource is what makes the booking system safe to open up to your team.

Setting who can book a resource

1. Log in to your web office, open the Resources area from the left of the screen and click the resource.
2. Find the ‘bookable by’ setting and choose one of the four levels.
3. ‘Nobody’ takes the resource out of booking altogether: useful when something is broken, being refurbished or otherwise out of action.
4. ‘Bookings Managers Only’ means it can only be booked from the Resources area, by people with the booking manager permission, who can confirm as they book.
5. ‘Groups’ lets any group request it from the Bookings tab in the Site Manager. This is the setting that lets your youth leader book for the youth group without giving them access to other groups’ bookings or your external bookings.
6. ‘Groups and My Bookings’ adds personal requests from logged-in members through the My Bookings area, handy if members can request the hall for a child’s birthday party.
7. Changes autosave, so once it’s set you’re done.

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Good to know

• Group and personal requests arrive with a ‘Pending’ status and appear on the Resources homepage for a booking manager to sort, so widening who can request never means losing control of the diary.
• Turning on ‘Auto-Confirm’ for a resource confirms requests automatically whenever they don’t clash with an existing booking, which suits simple items like tables and chairs.
• Creating resources and folders in the first place is covered in Adding folders and resources.