Using ScheduleOnce for room and resource scheduling with Rule-based assignment

This article explains the setup for booking resources directly, where the resource is the entity that is being booked, such as a room for example. If you need to accept appointments and also reserve a resource, please see the Booking conditional on the availability of a single resource article and the Booking conditional on the availability of multiple resources article.

Steps to set up scheduling for rooms and resources:

Important:Resource scheduling can be done with regular Outlook or Google Calendars in your connected calendar, or with organizational resource calendars. 

Learn more about using Exchange resource calendars

Learn more about using G Suite resource calendars

  1. If you are not using organizational resource calendars, create a calendar for each resource. All resource calendars can be created in your calendar as sub calendars.

  2. In ScheduleOnce, go to Setup and create a Booking page for each resource.

  3. In the Associated calendars section of each Booking page, you should select the resource's calendar as the calendar in which bookings are created, and also as the calendar from which busy time is retrieved.

  4. In the Booking page Public content section, you may add tags for each resource. This will allow Customers to filter the resource list by tag properties. This additional filter enables Customers to quickly and efficiently find the appropriate resource and make a booking.

  5. At this point, you need to decide between two approaches: you can either use Booking pages only or you can use Booking pages and Event types. Event types can be used to specify the booking duration, and enable use of Payment integration, which you can use to collect payment every time the resource is booked. A different price can be set for each Event type specifying the different booking durations. Learn more about using multiple Event types

  6. Once you are done with the settings, create a Master page. If you want resources to be automatically assigned to bookings, select Rule-based assignment in the New Master page pop-up (See Figure 1).Figure 1: New Master page pop-up

  7. Go to the the Assignment section and select the Rule type you want to use: Dynamic or Static.
  8. If you are using Dynamic rules:
    • Add the Event types you wish to offer in your Master page.
    • Select Booking pages or Resource pools to provide your Event types. 
  9. If you are using Static rules:
  10. In the Labels and instructions section, define the Public labels. In the Public content section, provide details which your Customers see when they book with you.

Congratulations! If you wish to test your new Master page, click on the Customer link in the Share & Publish section of the Master page Overview.

Note: If you are using Rule-based assignment with Static rules, we recommend you choose either Pooled availability or Pooled availability with priority as the distribution method. Note that using Pooled availability or Pooled availability with priority means you cannot be using Booking with approval mode, as the settings conflict.

See a live demo for room and resource scheduling

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