All About Resources

Resources in BTA are used to manage the who (ie. staff), what (ie. equipment), & where (ie. type of room) requirements for particular booking scenarios. We will be using resources for the following scenarios 1. Setting class capacities to differ based on the day of the week. 2. Automatically "close" the 100% class when YOUR Group fills (& Vice versa) These are not the only scenarios where you might want to use resources. For more info visit the BTA Knowledge Base.

aurora gross
|
31 steps
|
2 minutes

Bookthatapp

Zetya

Glassacademy

Before continuing with this guide, I would recommend reading through BTA's "Resource Guide" in the Knowledge Base. <https://support.zetya.com/hc/en-us/articles/211514086-Resources> Either use the link above to go right to BTA's "Resource Guide" in the Knowledge Base. Or click "Knowledge base" in the BTA admin.

Type "Resources" into the search bar.

Click on the result titled "Resources".

Read through the BTA guide then come back to this guide :)

Welcome back! Now we are going to go over how to find the resource settings, how to create a resource, and how to assign a resource to a class/product.

To get to the resource settings, click "Configuration"

Click on "Resources".

Now that we are on the resource page, lets create a resource. \ \ For this example let's say we want to add 2 extra spots for classes on Sundays. Click "Create resource"

Click the "Select Resource Type" dropdown. There are 3 different resource types: 1. Staff 2. Equipment 3. Room For this example we will be using the "Equipment" type.

In the "Name" field type the name of the resource. I used letters of the alphabet for the other resources used to set class capacities, so keeping with that theme we are going to name this resource "D" In the "Description" field enter a brief explanation of what this resource is used for. Since we are setting up resource "D" to add 2 spots on Sunday classes I am going to type "adds 2 spots to classes on sunday".

Again, we want to add 2 spots on Sundays. So set the "Capacity" field to "2" \ \ Now we want to set the availability for this resource for SUNDAYS ONLY! In the "Availability" box, click "Edit".

For the operating hours set every day EXCEPT SUNDAY to "Closed". If you were adding two spots to Friday classes, you would set every day EXCEPT FRIDAY to "Closed".

Make sure you leave the day you want the resource to apply to open "24 Hours"

Click "Save"

Click "Save" again.

Next, we are going to assign resource "D" to "CLASS EXPERIENCE: Meditation Globe / Intro Class" to add 2 spots on Sundays.

Currently "CLASS EXPERIENCE: Meditation Globe / Intro Class" has the following resources applied:\ \ [[Resource "A"]] - [[Standard 4 spots]] - [[Assigning this resource to a class will allow for 4 students for each date on the schedule.]] - [[Other resources can be assigned with resource A to allow for more students on specific days.]] [[Resource "B"]] - [[For classes with 8 Spots (Fri, Sat, Sun)]] - [[When used with Resource "A", Resource "B" adds 4 spots to classes on Fridays, Saturdays, and Sundays.]] [[Resource "C"]] - [[For classes with 6 spots (thur)]] - [[When used with Resource "A", Resource "C" adds 2 spots to classes on Thursdays.]] Before we assign resource "D" to the class, on Sundays the class has room for 8 students (see below).

Now we want to assign resource "D" to the class to add 2 extra spots Sundays. To do this Click "Manage" *Note: Make sure the capacity Basis is set to "Resource"*

Click "+ Resource"

Click this dropdown and choose "D"

Make sure the "Rule" is set to "OR". NOTE: Setting the "AND" rule will collectively book the multiple resources assigned, whereas the "OR" rule will book only 1 of the resources on each booking.

Click "Close"

Click "Save"

Click "A OR B OR C OR D"

TA-DA! Now there are 10 spaces available on Sundays!

Now I want to go over the A, B, or C resources that are used for most classes. Most classes have room for: - 6 students on Thursdays - 8 students on Fridays, Saturdays, and Sundays I have already set up resources to allow for this scenario. **Resource "A"** - Standard 4 spots - Assigning this resource to a class will allow for 4 students for each date on the schedule. - Other resources can be assigned with resource A to allow for more students on specific days. - For example: **A OR B** will allow for **8 students on Fridays, Saturdays, and Sundays.** The capacity for Resource "A" is set to 4 for everyday of the week and the capacity for Resource "B" is set to 4 for Fridays, Saturdays, and Sundays. **Resource "B"** - For classes with 8 Spots (Fri, Sat, Sun) - When used with Resource "A", Resource "B" Adds 4 spots to classes on Fridays, Saturdays, and Sundays. - Assigning **A OR B** to a product will set the capacity to 8 for **Fridays, Saturdays, and Sundays.** **Resource "C"** - For classes with 6 spots (thur) - When used with Resource "A", Resource "C" Adds 2 spots to classes on Thursdays. - Assigning **A OR B OR C** to a product will set the capacity to **6 on Thursdays** and **8 on Fridays, Saturdays, and Sundays**. - A = 4 spots on any day, B= 4 spots on Fridays, Saturdays, and Sundays, and C = 2 spots on thursdays for a total of 8 spots on Fridays Saturdays, and Sundays or 6 spots on Thursdays) How this will work is: - **Resource "A"** books first (BTA automatically does this once you set the "Capacity Basis" to "Resource" and assign resources with the "OR" rule) - Then once **Resource "A" is full**, if a class books for **Friday, Saturday, or Sunday** then **Resource "B"** will serve as the **4 extra spaces**. - Again, once **Resource "A" is full**, if a class books for **Thursday** **Resource "B"** will serve as the **2 extra spaces**.

Now I want to go over using resources to automatically close one class if/when another class books. Let's use the following scenario as an example: Both the "100% Hands On Class" and the "YOUR Group Class" are scheduled on Saturdays and Sundays at 2pm. If one class books the other will need to close. To do this we will use the "Room" resource type. You can create and assign "Room" resources using the steps we have just gone over for the creating and assigning "Equipment" resources.

For the scenario mentioned in step 27, we will be using a "Room" resource name "Studio A".

This resource works to automatically close one class (or mark it as "sold out") when another books, because they are both assigned to this same "Room" (Studio A) but the "room" is set for a capacity of 1. So once the room is booked with one class other class is automatically marked as "sold out".

Again, make sure that the "Capacity Basis" is set to "Resource", for the classes you are assigning the resource to. And make sure you assign the correct resource (in this case to work properly "Studio A" should be assigned to both the "100% Class" and "YOUR Group".