Skip to main content

​
Overview

Resources are physical spaces or items that customers can book through your members portal. Examples include meeting rooms, hot desks, parking spaces, coliving rooms, recording studios, or equipment. Each resource has its own name, description, photo, and location. You define how customers can book it, how much they pay, and what rules apply.

​
How to access

Navigate to Inventory → Resources or use the direct link: Manage resources.
Requires the resource role.

​
Resource kinds

Every resource has a kind (eResourceType) that determines its core booking behaviour. Choose the kind that best matches what you are adding.

​
When to use each kind

  • Use Meeting room for any enclosed room with a booking calendar.
  • Use Hot-Desk for open-area desks where customers pick a spot within a time window.
  • Use Day office for private offices that can be booked daily.
  • Use Event space for venues hosting events or gatherings.
  • Use Lab for laboratory or workshop spaces.
  • Use Kitchen for kitchen or food preparation areas.
  • Use Treatment room for wellness or treatment services.
  • Use Storage unit for lockers or storage spaces.
  • Use Machine for equipment or machinery that can be booked.
  • Use Day pass for passes granting access to the space for a day.
  • Use Phone booth for private phone call booths.
  • Use Studio for recording or creative studios.
  • Use Car park for parking spaces.
  • Use Other resources for anything that doesn’t fit the categories above.

​
Resource types

A resource type is a grouping label that determines which rates apply to a resource. All resources of the same type share the same set of prices. For example, you might create separate resource types for “Meeting Rooms” and “Parking” so each category can have its own pricing structure.

​
Creating a resource type

1

Navigate to Resource Types

Go to Inventory → Resource Types and click the ”+” button.
2

Enter the name

Type a descriptive name such as “Meeting Rooms” or “Parking”.
3

Save

Click Save to create the resource type.
Create one resource type per group of resources that share the same pricing structure. You can always rename types later.

​
Creating a resource

1

Navigate to Resources

Go to Inventory → Resources and click the ”+” button.
2

Choose a resource kind

Select the kind that best matches the space or item you are adding.
3

Fill in the resource details

Complete the fields on the Resource details tab — see the Resource details section below.
4

Configure features and amenities

On the Features tab, check all the features and amenities the resource offers.
5

Set limits (optional)

On the Limits tab, configure booking constraints specific to this resource.
6

Save

Click Save to create the resource. Additional tabs become available for configuring rates, rules, and integrations.

​
Resource details

The Resource details tab contains the core information about the resource.

​
General fields

​
Features and amenities

The Features tab lists checkboxes for everything the resource provides. These appear in the members portal so customers know what to expect.

​
Features

​
Amenities

​
Web portal and members app

Once saved, each resource gets a Direct link — a shareable URL that takes customers directly to the booking page for that resource.

​
Location

Set the physical latitude and longitude of the resource using the map picker. This is useful for resources that customers need to find on-site.

​
Rates

Resources can have any number of rates based on:
  • The type of customer booking (member or contact)
  • The time of day the booking starts
  • The day of the week
  • The duration of the booking
Rates are managed through extra services linked to the resource’s type. Each rate defines a price and the conditions under which it applies.

​
How rates work

  1. Rates are grouped by resource type — all resources of the same type share the same rates.
  2. Each rate has a charge period (minutes, hours, half day, day, week, month) and a price.
  3. Rates can specify minimum and maximum booking durations they apply to.
  4. Rates can be restricted to specific time slots (days of the week + start/end times).
  5. Rates can apply only to members or contacts.

​
Adding a rate

1

Open the Rates tab

Edit an existing resource and navigate to the Rates tab.
2

Add a new rate

Click the ”+” button to add a rate.
3

Configure the rate

  • Name — a label for your own organisation (e.g., “Hourly rate - members”)
  • Unit price — the amount charged per booking unit
  • Charge period — the time unit for the price (minutes, hours, day, week, month)
  • Min/Max length — optional booking duration constraints
  • Time slots — optional days and times when this rate applies
4

Save

Click Save to create the rate.
Create separate rates for members and contacts if you offer different pricing. You can also create rates for different booking durations — for example, an hourly rate and a daily rate.

​
Limits

The Limits tab defines booking constraints specific to this resource. These apply in addition to any global limits set at the location level.

​
General limits

​
Booking time limits

​
Cancellation fees

​
No return policy

A no-return policy means the booking time is not refunded if cancelled.

​
Shifts (Hot Desks)

For hot desk resources, you can define shifts — predefined time blocks such as “Morning” (08:00–13:00) or “Full Day” (08:00–18:00). Customers book a shift rather than a specific time range. Shift templates are managed at the location level. When shifts are enabled, customers select from the available shifts when booking.

​
Rules

Resource rules let you apply specific booking limits and restrictions to specific customers, teams, or time periods. They are a powerful way to manage access without creating separate resources.

​
What resource rules control

  • Whether a customer or team can book the resource at all
  • How far in advance they can book
  • How close to the booking time they can reserve
  • How often they can repeat bookings
  • Cancellation policies and fees
  • No-return policies

​
Adding a resource rule

1

Open the Rules tab

Edit an existing resource and navigate to the Rules tab.
2

Add a new rule

Click the ”+” button to create a rule.
3

Configure the rule scope

  • Select which resources the rule applies to
  • Select which location
  • Choose whether it applies to members only, contacts only, specific teams, or specific customers
4

Set the booking constraints

Configure advance booking limits, late booking/cancellation limits, repeat booking limits, and any cancellation fees.
5

Set the effective period (optional)

Define when the rule becomes active using apply from and apply to dates.
6

Save

Click Save to activate the rule.
Rules are evaluated in order. Place more specific rules above general ones. You can use the Apply from and Apply to fields to create time-limited rules — for example, different booking rules during peak vs. off-peak hours.

​
Products

The Products tab shows products linked to this resource. Products are items or services sold alongside a resource booking — for example, catering for a meeting room or printing credits for a copy room. See Products for details on managing products.

​
Integrations

Resources can be connected to external services for enhanced functionality.

​
Zoom

Connect a resource to a Zoom account so that every booking automatically includes a Zoom meeting link.
  • Each resource must be connected to a separate Zoom user account to avoid conflicts when multiple resources are booked simultaneously.
  • The Zoom link is included in the booking confirmation email sent to the customer.
You need a licensed Zoom account to use this integration. Connect each resource to a different Zoom user.

​
Configuring Zoom

1

Open the Integrations tab

Edit a resource and navigate to the Integrations tab.
2

Connect to Zoom

Click Connect this resource to Zoom and follow the OAuth flow.
3

Enable meeting links

Check the option to include Zoom meeting links in all bookings for this resource.
4

Save

Click Save.

​
NexBoard by Nexudus

NexBoard is a digital signage system that displays real-time availability outside each meeting room. Customers can use NexBoard touchscreen panels or iBeacon tiles to book rooms on the spot. Each resource has two numbers (iBeacon major and iBeacon minor) that link physical iBeacon tiles to the resource. When a customer taps an iBeacon tile with the Nexudus app, they are taken directly to the booking page for that room.

​
Calendar iCal Feeds

Each resource has an iCal feed URL that you can use to sync bookings with external calendar applications like Outlook or Google Calendar. Add the feed URL as a subscribed calendar in your preferred app.

​
Floor plan desks

For resources that represent physical layouts (like open office areas), you can define individual desks or units within the resource. This is managed on the Floor Plan Desks tab. Each desk has its own availability and can be booked independently. Floor plans are visualised using the Floor Plan Editor.

​
Inventory assets

The Inventory Assets tab lets you track individual physical items within a resource — for example, individual projectors in a meeting room or individual desks in an open office area.

​
Sensors

The Sensors tab links IoT sensors to the resource. Sensor data (temperature, humidity, occupancy, etc.) is displayed in the members portal and can trigger automated actions. See Sensors for details.

​
Quick reference