Event Resources

Resources can be assigned during Events, although need to be separate from Resources linked to Subscriptions. A good example of this could be club assets (such as club boats) that members can borrow for certain Events. There is a finite number, so you don’t want to promise loans of more assets than you have!

Creating an Events Resource Set

1. Navigate to Events > Edit Event Resource Sets.

2. Click the green “Add Resource Set” button.

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3. Complete the wizard:

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   1. Name: The name of the Resource Set.

   2. Resource Term: Define the term for each Resource. This example uses “Canoe”, but can be whatever each Resource is.

   3. Obsolete: Set to “No”. At a later date, you can edit the Resource Set to change it to “Yes” when it is no longer needed.

   4. OK: Once happy with the details, click “OK” to save the Resource Set.

Event Resources aren’t included in the menu by default. You can add it to the menu by following this guide: How to Customise the Main Menu

Adding Resources to a Resource Sets

You can add Resources to a Resource Set either individually or by importing many at once. You may want to use a combination of both methods at different times, depending on your requirements and how the Resources available to your club evolve.

Individually

1. Navigate to the appropriate Resource Set.

2. Click the green “Add Canoe” button. “Canoe” will be replaced by whatever Resource term you defined above.

3. Complete the wizard:

   1. Name: The name of the Resource.

   2. Description: A short description of the Resource. This can contain any relevant information.

   3. Ordinal: The order in which the Resources are displayed. The smaller the number, the higher it will appear in the list.

   4. Obsolete: Set to “No”. Later, you can edit the Resource to change it to “Yes” when it is no longer needed or available.

   5. OK: Once happy with the details, click “OK” to save it.

4. Repeat to add all Resources.

In Bulk

1. Navigate to the appropriate Resource Set.

2. Click the white “Import Canoes” button. “Canoes” will be replaced by whatever Resource term you defined above.

3. Select the file you want to import from.

4. Select the relevant worksheets from which you want to import the Resources.

5. Choose whether to load everything from the sheet or certain sections of the sheet.

6. Click “Map Import Fields”.

7. Assign a field to each worksheet column. Make sure that the myClubhouse Field doesn’t appear more than once across all the columns.

8. Import settings:

   1. All or nothing: If selected, the data will only be imported if there are 0 errors. Otherwise, if any rows have errors, they will be missed but the rest of the data will be imported.

   2. Treat "NULL" as no value: If you select this option, any worksheet cell that is filled with “NULL” will be treated the same as if it were empty.

9. Click “Import” to import the Resources.

Adding Resources to the Event

1. Navigate to Events > Events Calendar.

2. Click “Create Event” or cog > Edit next to an existing Event.

3. Navigate to the “Sign-up” tab.

4. Scroll down to Resource Bookings.

5. Resource Set: Select the appropriate Event Resource Set from the dropdown.

6. Complete the rest of the Event details.

7. Click “Create Event”.

Event Sign-Up with Resources

1. Navigate to Events > Events Calendar.

2. Click on the appropriate Event.

3. Click “Sign Up”.

4. Complete the wizard, selecting your resource where prompted.

5. Click ”Sign-up”.

Learn more about Event Sign-Up in this guide: How to Sign Up For an Event

Subscription Resources

Resources can also be assigned to Subscriptions. A good example of this could be club assets (such as lockers) that members can use during the year as part of their membership.

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