Set up meeting resource types and resources
To set up bookable resources, open Manage Server › Add Resource Type. Create a type such as Room with an administrator name and email, and click Save. In the Resources box, choose the type, enter a name, capacity and the details for that type, and click Save. Then give the resource to a domain with Add Resource.
How to set up meeting resource types and resources
Where: Admin console › Manage Server › Add Resource Type
- Open Manage Server › Add Resource Type.
- In the Resource Type box, pick a Resource Type or type your own, then enter Admin Name and Admin Email.
- Optionally click Draft Mail to change the mail sent to the resource administrator, then click Save.
- In the Resources box, choose the Type, enter Name and Capacity, and fill the extra fields that appear for that type.
- Click Save, then give the resource to a domain with Add Resource.
The page has two boxes. Resource Type defines the kind of resource and who looks after it. Resources lists the individual items of each type. Both boxes show a table below the form with Actions to edit or delete a row.
Resource Type box
| Field | What it does | Default |
|---|---|---|
| Resource Type | Pick Equipment, Room, Vehicle or Food from the list, or type your own name in the box (up to 50 characters: letters, numbers, spaces and & . - _). A name that already exists is refused with Already Exist. | Empty |
| Admin Name | Name of the person who looks after resources of this type. Required, up to 50 characters: letters, numbers, spaces and & . - _. | Empty |
| Admin Email | Address of that person, up to 50 characters. Required. It is saved in lower case. | Empty |
| Draft Mail | Opens a window with the mail sent to the administrator when a meeting needs the resource. | See below |
| Save / Update / Reset | Save adds the type. After you click edit on a row, Update saves your changes and Reset clears the form. |
The table shows Resource Type, Admin Name, Admin Email and Actions.
Draft Mail window
| Item | What it does |
|---|---|
| Subject | The mail subject, up to 300 characters. Default text: Meeting. |
| Select Tag | Inserts a placeholder in the body, for example the meeting date, time with time zone, venue, name of the resource, type of resource, notes of the resource, attendee count, list of attendees, name and email of the admin, name of the creator, secretary and chairman. |
| Body | The message. The default greets the admin by name and says a meeting is to be held at the venue in the named resource on the date and time, with the resource notes, a request to make it available and thanks from the creator. |
| Save / Update, Reset, Cancel | Keep your text, restore the default text, or close the window without keeping changes. |
Subject and body are both required.
Resources box
| Field | What it does | Default |
|---|---|---|
| Type | The resource type this item belongs to. Create the type first. | Resource Type (nothing chosen) |
| Name | Name of the item, up to 50 characters: letters, numbers, spaces and & . - _. Required. | Empty |
| Capacity | How many people or units. Numbers only, up to 3 digits, not starting with 0. Required. | Empty |
| Facilities | Rooms only. Choose one or more of Laptop, Projection, Whiteboard, Conference Audio/Video. Required. | None |
| Vehicle Number | Vehicles only, up to 15 characters. Required. | Empty |
| Food Category | Food only: Veg, NonVeg or Both. | Veg |
| Meal Type | Food only. Choose one or more of Snacks, Lunch, Dinner, High Tea, Other. Required. | None |
| Drink | Food only. Choose one or more of Tea, Coffee, ColdDrink, Lassi, ButterMilk, Other. Required. | None |
| Note | Free text, up to 200 characters. For Equipment it starts as "Battery Life, Power Input, socket type" for you to edit. | Empty |
The table shows Resource Type, Resource Name, Capacity, Facilities, Vehicle Number, Food Category, Meal Type, Drink, Note and Actions. For your own types, only Name, Capacity and Note apply.
Example
Anita Rao, the facilities head at acme.in, creates the type Room with admin name "Facilities Desk" and admin email facilities@acme.in. In Resources she adds "Board Room 1" with capacity 12, facilities Projection and Whiteboard, and saves it. Rohit then uses Add Resource to give Board Room 1 to acme.in.
Good to know
- A type or a resource that has already been booked cannot be deleted. XgenPlus tells you it has been already used.
- Resources made here are the server's library. A domain can use a resource only after you give it to that domain with Add Resource.
Common questions
Who gets the draft mail?
The resource administrator you named for the type. It is the mail that tells them a meeting needs the resource.
Why can't I delete a type or a resource?
Once a type or resource has been booked, XgenPlus does not let you delete it and shows that it has already been used.