Calendar · Setup & configuration · 6 min read

Rooms and equipment

Register bookable rooms and equipment, see the day schedule, and understand how double booking is refused.

Before you begin

• Adding or changing a resource needs calendar.manage. Anyone with calendar.view can see the schedule.
• Resources appear in the event form only if the company has at least one.

Steps

Add a resource

1. Open Calendar > Resources and press New resource.
2. Enter the Code (up to 30 characters, made upper case, unique, cannot change later) and Name (and the Arabic name if you use one).
3. Choose the Kind: Room, Equipment, Vehicle or Other.
4. Enter Seats (information only), Where, a Colour (#RRGGBB) and Notes.
5. Keep Bookable ticked and press Save.

Read the schedule

1. On Calendar > Resources pick a date, or use the previous and next arrows and Today. Each bookable resource has a row, with booked bars over the working day. A private booking shows as "Busy".
2. The register below lists Code, Name, Kind, Seats, Where and Bookable. Click a row to edit.

Book one

1. Create or edit an event and choose the resource under Rooms and equipment. See Create and manage events.

Take one out of use

1. Edit the resource, untick Bookable and save. It leaves the event form, the schedule and the reports. Booking it is refused: '<name> is not bookable now.' Existing bookings stay.

What happens next

• A booking holds the room for the event's time. Cancelling or moving the event releases or moves it.
• Appointment types can name a resource, which every booking of that type then holds.
• The overview shows Rooms in use now.

Good to know

• Two bookings clash if they overlap. Touching times (one ends at 11:00, another starts at 11:00) are fine.
• Refusal: '<room> is already booked 2026-10-06 10:00 to 11:00 for “Client Meeting”.' If two people save at once, one succeeds and the other gets this message.
• The refusal names the other event even when it is private. If the title is sensitive, mark the booking's purpose neutrally.
• The New resource button is shown to everyone who opens the page but saving needs calendar.manage: 'Changing rooms and equipment needs the calendar.manage permission.'
• Seats are not checked against the number of attendees.
• The utilisation report counts Monday to Friday working hours and does not remove public holidays. See Calendar reports.
• Errors: 'Another resource has this code.' 'Use a colour like #2563eb.' 'Enter a whole number between 0 and 10000.'