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Can I partially assign resources to an event or booking ?

If you need to create a full event with some of the resources only partially attending there are a number of methods.

A real example might be a booking for a training room for 1 full week for a training course. One resource may be attending Monday and Tuesday, with another resource attending Wednesday to Friday. Or you wish to assign a resource for only 50% of the time. This situation is not possible to do with 1 single event if you require the true attendance for each resource for any display or reports.

Solution 1 : Make a note in the events notes field.

The most basic method is to manually type the percentage or days of each resources commitment in the events notes.

Solution 2 : Use a parent with child events.

The first step would be to create the main event, booking the training room for the full week only linking to the room resource.

After saving the main event, go to the flow tab where additional child events can be created for each attending resource where different start and end times can be set for each. The resources can be viewed, added or removed directly from the main event by viewing the child events under the flow tab. Clicking the Details button under the flow tab will show a summary of all the child events.

Solution 3 : Add the resource a Question/Answer resource

In the settings for each resource you set the type to Question/Answer. When booking a resource to an event you will then be asked for an answer? You can then enter a value or hours or percentage that they are committed to the event.

You can then see this value beside each resource in the resource list.

Solution 4 : Split resources into units of 100 (for 100%)

In the settings for each resource you can assign 100 units and allow them to be booked separately. When booking a resource to an event you will then be asked how much? You can then enter the percentage they are committed to the event.

You can then see this value beside each resource in the resource list.
Last updated, 5 February 2013, 17:42




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