# 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

1. Open **Manage Server › Add Resource Type**.
2. In the **Resource Type** box, pick a **Resource Type** or type your own, then enter **Admin Name** and **Admin Email**.
3. Optionally click **Draft Mail** to change the mail sent to the resource administrator, then click **Save**.
4. In the **Resources** box, choose the **Type**, enter **Name** and **Capacity**, and fill the extra fields that appear for that type.
5. 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.


Source: https://docs.xgenplus.com/server/manage-meeting-resources/