Adding Resources to a Meeting Product

You must create a Resources record for each resource that you want to link to the Meeting and have listed under the meeting's Resources tab.

1. From the Resources sub-tab on the Meetings tab of a Products record, open a new meeting Resources record.
2. Find or enter the Resource into the Resource field.
3. Enter the Quantity of the resource needed for the meeting.
4. Specify the number of hours that the resource is needed in the Duration field.
5. Enter the date and time when the resource is needed in the Start Date field and the date and time when the resource is no longer needed in the End Date field.
   • If you leave these fields blank, Aptify uses the meeting's Start Date and End Date when determining if a resource can be allocated to the meeting.
     
     
6. If applicable, enter the person who requested that the resource be allocated to the meeting in the Who Requested field.
7. Enter the date on which the request was made in the Request Date field.
8. If applicable, enter the location of the resource in the Location field.
   
   
9. Click OK to save and close the record.
10. Save the Meetings record.
    
    
    
    • If the specified Resource does not have the Allow Sharing option selected and the available resources are already allocated to other meetings at the specified date and time, Aptify does not save the record and displays a message box indicating that the resource cannot be allocated to this meeting.
    1. • See Adding New Records to the Resources Service section for more information on the Allow Sharing field.
       • If this message displays, click OK to close it and modify the resource assignment so it does not conflict with other scheduled meetings.
         
         
    • If the specified meeting has the Allow Sharing and the Warn User options selected and the available resources are already allocated to other meetings at the specified date and time, Aptify saves the record but also displays a notification message that the resource is being shared across meetings.
    1. • See Adding New Records to the Resources Service for more information on the Allow Sharing and Warn User options.
       • Click OK to close the message.
         
         
11. Repeat steps 1 through 5 to link other Resources records to the meeting.