The Resources form is accessible from the Resources service and defines the actual resource and quantity belonging to an organization.

Comments Tab

The Comments tab contains any additional details relevant to the Resources record.

General Tab

Name (Required)

The name of the resource is stored in the Name field.

Description

The Description field contains a brief description of the resource.

Resource Type (Required)

The Resource Type field stores the resource type to classify the resource. If a required resource type is not available, contact the system administrator to add more types. The default types available are Audio/Visual and Other.

Quantity

The number of this resource available to the organization is stored in the Quantity field.

Tracking Number

A code number to track the resource is detailed in the Tracking Number field.

Allow Sharing

Specifies whether the resource can be shared by multiple meetings at the same time. If the resource cannot be shared across multiple meetings that occur at the same time (for example, a microphone can only be present physically at one meeting at a particular time), do not select the Allow Sharing option. When this option is cleared, if the specified quantity of a resource has already been reserved by other meetings for the desired time period, Aptify will display a message box that prevents a user from assigning the resource to an additional meeting at that time (regardless of the Warn User setting).

If the resource can be shared across multiple meetings that occur at the same time, select the Allow Sharing option.

Warn User

When the resource has Allow Sharing selected, you can also configure the Warn User option. If selected, Aptify displays a notification message when a resource is assigned to a meeting for a date and time when it is already committed to another meeting. However, the user can still proceed with the resource assignment. If the Warn User option is cleared, Aptify assigns the resource to the additional meeting at the conflicting time without notifying the user.

The value of this option is not applicable when Allow Sharing is cleared. (When Allow Sharing is cleared, Aptify will warn a user of a resource allocation conflict, even when Warn User is cleared.)

Member and Non-member prices entered on the Sessions record are added to the standard meeting product price at the time of order (unless the price is overridden). The amount charged for the session is not tracked separately from the meeting price.