Resources
A resource is a thing that a booking occupies: a cabin, a device, a horse, a place or a rental item. With the Resources addon you create them and let customers book them. A resource on its own can't be booked yet. Link it to an offering of the type Appointments: resources or attach it to another offering as Also occupies. You activate the addon in the Addon Store (app.bookicorn.net/addon-store).
Resource or room
- A room is where a class takes place, for example "Studio A". You create rooms under Locations, they don't need an addon.
- A resource is booked itself or occupied by a booking. You find resources in the Manager under Offerings → Resources (app.bookicorn.net/ressourcen).
If you only need a place for a class, use a room. If something should be booked that must not be given out twice, use a resource.
Create a resource
- Open Offerings → Resources (app.bookicorn.net/ressourcen).
- Tap New resource.
- Under Basics, enter the name, choose the Type (for example cabin, device, animal or a type of your own) and the location. Description and Image are optional. A new resource has no preselected type.
- Answer the questions on quantity, capacity and times (see below) and save.
Identical items
Under Quantity, Bookicorn asks: How many identical items do you have? This is meant for things that don't differ, such as twelve pairs of skis in one size. If the items differ, for example horses, create each one as its own resource. Then customers can choose a particular horse.
From two items on, the Items list appears. You can give each item a name or number right when you create it, for example "No. 17", and take single items out of use with their switch.
How many people at the same time
Under Do several people use the resource at the same time? you choose:
- No, one person
- Yes, several: then you enter the number of people under How many at most? and answer May different bookings share it?
- No, one booking has it to itself, for example a partner cabin for two people from one booking.
- Yes, several bookings share it, for example a sauna for up to ten people from different bookings.
Usage times and buffer
- Usable during these times: choose an availability profile. Without a profile, the resource is Always usable. Offerings can narrow these times further, never extend them.
- Buffer: time before and after each use, for example for cleaning.
- For bookings by the day: Days between return and next pickup.
Link to an offering
In an offering of the type Appointments: resources, you set in the Resources section what is booked:
- What is booked?: single resources via Choose resources or all of one type via Choose all of a type. One of them is occupied. With "all of a type", new resources of that type are added automatically.
- Customer picks the resource: on by default as soon as several resources are chosen. Customers choose between the resources. Off means: Bookicorn assigns the first free one.
- Customer picks the item: off by default. On means: customers choose a particular item, for example cabin 2.
- Offer “Any”: appears as soon as the customer picks the resource or the item, and is off by default. Off means: the customer has to choose, right for resources that differ, for example skis for adults and for children. On means: “Any” comes first as well, with the sentence “We make the choice for you.”, useful for equivalent resources such as horses of one level.
- Quantity: one choice out of three. The quantity is a free number field from 1.
- Fixed: every booking gets the set Number per booking, no matter how many people come along. Below it is Maximum people per booking. Empty means: as many as the resources hold. More people than the resources hold is never possible: the field can only limit further.
- Customer picks: the customer only chooses how many they need when booking, without entering people. The choice starts at 1, At most sets an upper limit.
- Per person: the customer adds the people by name and answers your per-person questions. Every person gets the set Number per person, for example one horse per rider. With Customer picks the quantity per person they choose for each person how many they need. Maximum people per booking limits the number of people.
- Surcharge per resource: only with several resources. The amount is added to the price when this resource is booked, for example for a big horse. If the price is per day or per hour, the surcharge also counts per day or hour, otherwise once per item. A tier in percent also applies to the surcharge. Customers see the surcharge in the choice, and the price on the page includes it as soon as they pick a resource. If the customer picks “Any”, Bookicorn first assigns the cheapest free one.
- Price of this group: No price change or Per item. The amount is added to the price of the offering. With First item included in the base price the item price only applies from the second item.
- Booked along automatically: via Add a resource booked along. Every booking also takes this resource without the customer choosing or paying extra, for example a towel with the cabin or a helmet with the skis. Under Quantity you choose Fixed or Per person. What is booked along does not limit how many people come along.
How long people book and what it costs is set under Duration and price. Which types of offering exist is explained under Types of offering.
Also occupies
Fixed sessions, blocks and regular free time selection can occupy resources too, for example a device during a class. You set this in the offering in the Location & Trainer section under Also occupies. During this time, customers can't book these resources. If a resource is already booked by customers at that time, the Manager shows a warning with the booking. You can still save.
Blockings
With Add block on the resource, you block it for a period, for example a horse on holiday or a device under maintenance. The same sheet opens as under Blockings & utilization. Blockings of resources belong to the Resources addon.
Set inactive and delete
- Set inactive: from now on no longer bookable. Existing and future bookings remain.
- Delete only works if the resource has no future bookings. Otherwise the Manager shows Set inactive first.
Pickups & returns
If you switch on Is something handed out and returned? in the offering, you record pickup and return under Pickups & returns (app.bookicorn.net/ausgabe) with the tabs Pickups today and Returns today.
- When handing out, tick off the items and tap Confirm handover. With Swap unit you hand out another free item.
- On return, choose for the deposit Refund deposit, Partial with the refunded amount, or Keep deposit. Refunding and keeping only work if the deposit was paid. A Note records, for example, a scratch.
- A late return keeps the item occupied until it is back. Customers get a reminder with the items and the studio's contact details, and the studio gets a notification.
Calendar
The calendar shows one row per resource, for resources with several items one row per item. You move a booking within the resources of its offering, Undo reverses it. Tap a booking to open its sheet.
Scanning
Every booking has a QR code. How to scan it in the Manager is explained under Scan a booking.
Without the addon
If the addon expires, customers no longer see offerings of the type Appointments: resources and can't book them. Existing bookings, resources and links are kept. Editing works again as soon as the addon is active.
Frequently asked questions
Do I have to create twelve identical pairs of skis one by one? No. Create one resource and enter 12 under How many identical items do you have?. You only create things one by one if they differ, for example horses.
How do customers choose a particular horse? Create each horse as its own resource, add them in the offering under What is booked? and leave Customer picks the resource on.
Can I attach a room to an offering with resources? No. Rooms are where classes take place. If something should be booked, create it under Offerings → Resources.