Resource schedules define when your rooms, staff, and equipment are available, and how they're assigned to incoming bookings. The editor lets you build a weekly availability pattern with per-slot assignment priority, concurrent-event capacity, autoblock rules, lock-after-assignment, and either an anonymous label (e.g., "Room A") or a specific staff member.
Getting started
Navigate to Schedules, switch to the Resource schedules tab, and click Create schedule at the top right (pick Resource schedule as the type), or click into an existing resource schedule to edit it.
How it works
A resource schedule has the same structure as a booking schedule: schedule details on top, weekly time slot calendar below. The difference is that the per-slot configuration is about resource identity and capacity rather than pricing and customer-visible booking rules.
Each resource slot has two independent dimensions:
| Dimension | Notes |
|---|---|
| Identity | Either an Anonymous resource with a custom label (e.g., "Room A", "Station 1") or a specific staff member by name and email |
| Capacity | Concurrent events controls how many bookings the resource can handle simultaneously. Lock resource after assignment further restricts to one group per slot regardless of remaining capacity |
Resource schedules work in tandem with booking schedules. When a customer books an event, the system looks for resource slots that match the event's resource requirements and assigns one. Without resource schedules, you can't use autoblock or capacity-based booking restrictions.
Resource categories
Resource categories are named, color-coded groupings for the kinds of resources you schedule, such as Rooms, Hosts, or Lanes. Each resource slot belongs to one category, and events use categories to describe what they need to run. Categories are shared across your whole group, so the same list appears everywhere categories are used.
Where you set them
The category selector appears in three drawers in the resource schedule editor: Generate slots, Bulk update time slot settings, and Edit time slot. All three use the same control: turn on Add resource to category, then pick from the Resource category dropdown. The generate and bulk update drawers apply the category to the slots you generate or update; the Edit time slot drawer changes just that slot.
The same selector also appears when editing a resource slot from the resource calendar, so you can recategorize a slot without opening the schedule editor.
Create a category
- Turn on Add resource to category
- Open the Resource category dropdown and choose + Create new category
- Enter a Category name and pick a Label color
- Click Create category
The new category is selected automatically and immediately available everywhere categories are used.
Edit or archive a category
- With Add resource to category on, click the gear icon next to the category dropdown
- The Manage Categories panel opens, listing your active categories
- Open the row menu on any category and choose Edit category to rename it or change its color, or Archive category to retire it
- Archived categories no longer appear in the dropdown
Tip: creating and managing categories requires permission to update resource slots. Team members without that permission can pick from existing categories but won't see the create or manage options.
How categories are used
- Each resource slot carries its category, so the platform knows how many of each kind of resource are available at any time.
- Events declare what they need on the event editor's Bookings and resources tab: either a simple resource count, or per-category requirements such as one room and one host, with fixed or tiered counts. See the Bookings and resources article for the full setup.
- When a booking comes in, the platform fills each required category from the available slots in that category, using assignment priority and remaining capacity to pick between them.
- The resource calendar shows each resource's category as a colored badge using the category's label color, so you can see your rooms, hosts, and equipment at a glance.
Limits
Only one active recurring resource schedule per account. A company group can have a single active recurring resource schedule at a time. You can create and edit as many inactive recurring resource schedules as you like, for example to prepare a replacement pattern in advance. The limit applies when a schedule is switched on: if another recurring resource schedule is already active and you try to activate, or create directly as active, a second one, the save is rejected with the error "Resources cannot have more than one recurring schedule". The limit is per account, not per resource or per staff member. The one active recurring schedule holds the availability for all of your rooms, staff, and equipment.
To model different availability for different staff members, rooms, or equipment, work inside that single recurring schedule:
- Add more slots. Within the one recurring schedule, create as many slots as you need. Each slot has its own days of the week, time range, resource category, and concurrent-events capacity. A weekday pattern and a weekend pattern for the same resource are two sets of slots in the same schedule, not two schedules.
- Use resource categories to group each kind of resource. Give rooms, hosts, lanes, or equipment their own categories and add each resource's slots under the right one. See the Resource categories section below for what categories are and how to create them.
- Pin a slot to a specific staff member with staff assignment, not categories. Turn Anonymous resource off on the slot and pick the person under Add staff (search by name or email). Categories describe what kind of resource a slot is; staff assignment says who it is.
- Use a finite schedule for temporary or seasonal patterns. A Between selected dates schedule is not subject to the one-recurring limit, so you can layer a holiday or seasonal pattern on top. Finite schedules take precedence over the recurring schedule wherever their dates overlap. (Finite resource schedules still conflict-check against other finite resource schedules on overlapping dates.)
To replace the pattern, build the new recurring resource schedule inactive, then deactivate the current one and activate the new one.
Step-by-step guide
Configure schedule details
| Field | Notes |
|---|---|
| Schedule name | Display name (e.g., "Room 1 weekday hours", "Staff: Alex schedule") |
| Schedule duration | Recurring or Between selected dates. Closed period is available on booking schedules only |
| Start date | Required for all duration types |
| End date | Required for Between selected dates, up to one year from today |
| Schedule status on creation | Active or Inactive |
Resource schedules don't have an Associated events field, because they're not tied to specific events. Instead, you assign each slot to a Resource category, and bookings consume resource slots from the categories they require.
Build the weekly slot pattern
The same calendar and buttons as booking schedules. Three buttons sit above the calendar, and each one opens a drawer on the right.
| Button | What it does |
|---|---|
| Generate slots | Opens the Generate slots drawer for bulk-generating slots based on event duration and start/end times across selected days |
| Bulk update slots | Opens the Bulk update time slot settings drawer, which applies settings to every slot already on the selected days |
| Copy day | Copies every slot on one day onto other days, with Replace or Add for the slots already there |
Both drawers have a Slot details section, a Resource section, and a Blocking rules section, covering the same resource-specific settings documented per-slot below. Resource schedules have no gap between generated slots, so the Generate slots drawer has no Gap duration field. Click Generate slots or Update slot settings at the bottom of the drawer to apply.
Clear slots in range in the generate drawer, Limit to a time range in the bulk update drawer, ranges past midnight, and Copy day work the same way as on booking schedules; see the Booking schedules article for the steps. When Add puts copies on top of overlapping resource slots, the copies take the top priorities and the existing slots move down.
Configure per-slot settings
Click on any slot in the calendar to open its detailed configuration in the Edit time slot drawer, or click an empty area of the calendar to open Create time slot.
Time and identity
| Field | Notes |
|---|---|
| All day event | Toggle. When on, the slot covers the full day |
| All day event text | Custom text shown instead of the time range |
| Start day / Start time | Slot start |
| End day / End time | Slot end |
Resource type and capacity
| Field | Notes |
|---|---|
| Assignment priority | Numeric priority. Lower numbers (1) are assigned first when multiple resource slots match. Use to prefer specific resources over others |
| Concurrent events | How many simultaneous bookings the slot can handle. Default 1 |
| Resource category | Pick from the categories configured for your group, or create one inline. See the Resource categories section above |
Autoblock
| Field | Notes |
|---|---|
| Block events with insufficient resource coverage | Master toggle. When on, additional autoblock fields appear |
| Block slots with the following status | Blocked or Call to book: the status the booking slot gets when autoblock fires |
| Include event start/end time in block rule | Toggle. Treats slots that start or end at the same time as overlapping |
| Apply blocking rule to all events | Toggle. When off, multi-select Associated events appears below to scope the block to specific events |
| Auto-unblock when bookings change | Toggle. Reopens blocked slots whenever bookings change (new, edited, moved, or cancelled) and resource capacity is available. When on, a Restore segmented control appears: Blocked & call to book (default) or Blocked only (leaves call-to-book slots alone) |
| Lock resource after assignment | Toggle. Locks the resource entirely after the first assignment, regardless of remaining capacity |
Anonymous or staff assignment
| Field | Notes |
|---|---|
| Anonymous resource | Toggle. When on, the slot is a generic resource with a custom label |
| Resource label | Text input for the anonymous label (e.g., "Room A", "Station 1") |
| Add staff (search by name or email) | Autocomplete for staff assignment. Renders when Anonymous resource is off. Search returns the staff member's name and email |
Save the schedule
After configuring, click Create schedule (new) or Update schedule (existing). When saving an existing schedule with already-generated slots that overlap with the new pattern, the Review future slots modal appears. The Review future slots modal works the same as it does for booking schedules; see Booking schedules for the full documentation.
Reference
Schedule details fields
| Field | Required | Notes |
|---|---|---|
| Schedule name | Yes | |
| Schedule duration | Yes | Recurring / Between selected dates |
| Start date | Yes | |
| End date | Conditional | For finite, up to one year out |
| Schedule status on creation | Yes | Active or Inactive |
Per-slot: time
| Field | Notes |
|---|---|
| All day event | Toggle |
| All day event text | Custom text when all-day |
| Start day | Day of week |
| Start time | Time picker |
| End day | Day of week |
| End time | Time picker |
Per-slot: resource type and capacity
| Field | Notes |
|---|---|
| Assignment priority | Number. 1 is highest priority |
| Concurrent events | Number. Default 1 |
| Resource category | Dropdown of configured categories |
Per-slot: autoblock
| Field | Notes |
|---|---|
| Block events with insufficient resource coverage | Master toggle |
| Block slots with the following status | Blocked or Call to book |
| Include event start/end time in block rule | Treats same-start-or-end slots as overlapping |
| Apply blocking rule to all events | When off, pick specific events |
| Associated events | Multi-select. Conditional on autoblock + apply-to-all off |
| Auto-unblock when bookings change | Reopens blocked slots whenever bookings change and capacity is available |
| Restore | Conditional, when Auto-unblock is on. Blocked & call to book (default) or Blocked only |
| Lock resource after assignment | One group per slot regardless of capacity |
Per-slot: identity
| Field | Notes |
|---|---|
| Anonymous resource | Toggle |
| Resource label | Custom name when anonymous |
| Add staff (search by name or email) | Autocomplete when not anonymous |
Lock resource after assignment behavior
| Booking type | Effect when locked after first assignment |
|---|---|
| Private bookings | Overlapping available slots on the same resource are blocked automatically |
| Public bookings | The slot shows as Sold out on the booking site |
| Manual assignments from the console | Never restricted. Staff can override the lock and place additional groups when needed |
Save buttons
| Mode | Buttons |
|---|---|
| Create | Cancel, Create schedule |
| Edit | Cancel, Update schedule |
| Edit time slot drawer | Cancel, Create / Update |
Good to know
- Resource schedules complement booking schedules. A booking is only confirmed when both a time slot (from a booking schedule) and a matching resource slot are available.
- Concurrent events defaults to 1. Increase it when a single resource (e.g., a large room with multiple stations) can handle multiple simultaneous bookings.
- Anonymous resources are interchangeable. Use them when any one of several similar resources is fine. The system picks based on availability and priority. Use staff assignment when a specific person needs to be scheduled.
- Assignment priority is a tiebreaker. Lower numbers mean higher priority. Use it when you have multiple matching resources and want to prefer one (e.g., assign the smaller room first if both are available).
- Autoblock with auto-unblock is dynamic capacity management. Slots block when resources fill up and reopen automatically whenever bookings change and capacity is available. Without auto-unblock, blocked slots stay blocked even when capacity returns.
- Auto-unblock also reopens slots blocked by hand. Any slot marked Blocked inside this resource's hours can reopen when bookings change, including slots your team blocked manually. To keep slots closed, use a custom status set to hidden or sold out instead, since custom statuses are exempt from autoblocking. Create them under Gear > Booking slot settings > Custom statuses in Calendar view.
- Turning auto-unblock on asks first. When auto-unblock was switched on during your edit, Create schedule and Update schedule show a confirm explaining that hand-blocked slots can reopen. Click Continue to save or Cancel to go back.
- Restore: Blocked only is the lever for venues that intentionally use Call to book as a booking policy. By default auto-unblock restores both blocked and call-to-book slots; switching the resource's Restore scope to Blocked only keeps those call-to-book times in place when capacity opens up. Apply it on every resource that covers the call-to-book time. One resource still on the default will let auto-unblock through.
- Lock resource after assignment is the privacy lever. Useful when each group should have a private experience on a shared resource (e.g., a 10-person lane locked to a group of 2). Concurrent events still defines stated capacity, but lock-after-assignment overrides it with one-group-per-slot.
- Resource schedules have no Closed period option. For staff vacations or equipment maintenance, use a Between selected dates resource schedule for those dates. It takes precedence over the recurring resource schedule where the dates overlap, so its slots define the resource's availability for that range.
- Manual resource assignments from the console bypass the lock. Your team can always override and place additional groups if needed (e.g., a friend joining last-minute). Lock-after-assignment only restricts the booking-site flow.
- Different shift patterns live in one recurring schedule. If Alex works different hours on weekdays vs weekends, add both as separate slots (each with its own days and times) inside the single active recurring resource schedule. Activating a second recurring resource schedule is rejected by the platform. See the Limits section above.
FAQ
Q: Why am I getting "Resources cannot have more than one recurring schedule"?
A: Your account already has an active recurring resource schedule, and the platform allows only one active at a time. Inactive recurring resource schedules do not count, so you can still create and edit a new one as a draft. The limit is per account, not per resource or per staff member, so activating a second recurring resource schedule is never the way to add more availability. Do one of these instead: 1) open the existing recurring schedule and add the new availability there as additional slots, each with its own days, times, resource category, and capacity, so one recurring schedule can cover every room, staff member, and piece of equipment; 2) if you are replacing the old pattern, build the new recurring resource schedule inactive, deactivate the current one, then activate the new one; 3) for a temporary or seasonal pattern, use a Between selected dates (finite) schedule, which is not subject to the one-recurring limit and takes precedence where its dates overlap.
Q: How do I set up a weekly recurring shift for a staff member?
A: Open your recurring resource schedule if you already have one, since only one recurring resource schedule can be active per account. Otherwise click Create schedule, pick Resource schedule as the Schedule type and Recurring as the Schedule duration. Then: 1) under Time slots, click Generate slots; 2) set Event duration (minutes) to the shift length (for example 480 for an 8-hour shift), and set Start slots on and End slots on to the shift's start and end times; 3) tick the shift days under Applicable days; 4) in the Resource section, turn Anonymous resource off and pick the person under Add staff (search by name or email), and turn on Add resource to category if events need a specific category; 5) click Generate slots at the bottom of the drawer, then Create schedule or Update schedule. Each shift day gets one slot that covers the whole shift. To add a different shift pattern for another person, repeat the steps in the same schedule.
Q: Do I need resource schedules if I only have one room?
A: Not strictly. Resource schedules are most valuable when multiple events compete for the same resources or when staff scheduling is needed. With one room and no shared resources, booking schedules alone are usually sufficient. Add resource schedules later if you start sharing the room or hiring staff.
Q: Can I assign multiple staff members to the same time slot?
A: Yes. Inside the single recurring resource schedule, add a slot for each staff member covering that time window, turn Anonymous resource off on each slot, and pick the person under Add staff (search by name or email). Overlapping slots for different resources are fine, and Assignment priority decides who gets picked first. Give the slots the resource category that matches the role (for example a Hosts category) so events that require that category can use them. You do not create a separate recurring schedule per person, because the platform allows only one active recurring resource schedule per account (see the Limits section).
Q: What happens if a resource schedule is deactivated?
A: The resource becomes unavailable for new bookings. Existing bookings that already have the resource assigned are unaffected. New bookings that require the resource may be blocked until the schedule is reactivated or another resource is assigned.
Q: What's the difference between Lock resource after assignment and setting Concurrent events to 1?
A: Concurrent events = 1 caps the slot at one booking. Lock resource after assignment locks the resource entirely after the first assignment regardless of capacity. Use Concurrent events = 1 for resources that genuinely fit one group; use Lock resource after assignment when capacity is more (e.g., a 10-person lane) but you want each group's experience to be private.
Q: My booking is being autoblocked even though my resource schedule has plenty of capacity. Why?
A: A few possibilities: 1) Lock resource after assignment is on for the resource, so once assigned, it's blocked even with remaining capacity; 2) the resource schedule is deactivated; 3) the Resource category on the slot doesn't match what the event requires; 4) the Apply blocking rule to all events is off and the event isn't in the Associated events list, so autoblock evaluates differently; 5) the booking time falls outside the resource slot's start/end.
Q: Can a single resource appear on multiple resource categories?
A: A resource slot belongs to one resource category at a time. To make a resource available for multiple event types, either ensure those events all require the same category, or add more slots for the same staff member or anonymous label under the different categories, all within the single recurring resource schedule. You do not create a separate recurring schedule per category, because the platform allows only one active recurring resource schedule per account (see the Limits section).
Q: How does Assignment priority work with Concurrent events?
A: Priority decides which slot gets picked first when multiple slots match. Concurrent events caps how many bookings each individual slot can hold. Both work together: the system picks the highest-priority slot first, fills it to capacity, then moves to the next-priority slot.
Q: Why doesn't my staff dropdown show some team members?
A: The autocomplete searches active staff. If a team member is deactivated in User management, they won't appear. Reactivate them or search by their email exactly to confirm.
Q: Can resource schedules cover gaps where the resource is unavailable for one event but free for another?
A: Yes. Use Apply blocking rule to all events = off and pick specific events in Associated events. The autoblock then only applies to those events; other events can use the slot freely.