Create your resources

Managing capacity is key to a smooth guest experience, avoiding both overbooking and underbooking. In ROLLER, resources automatically manage venue capacity, tracking how many guests your venue can accommodate and which activities or spaces are available for guests to book. 

This guide shows you how to create your resources to easily manage guest capacity at your venue. Once your resources are set up, you can maximize the number of guests enjoying your venue at any given time. You can also use booking rules to easily schedule specific types of products and experiences.

What are resources?

Resources can include:

• The physical areas your guests book into when purchasing products and tickets (eg trampoline areas, rock climbing areas, laser tag arenas or virtual reality rooms).
• Private areas for hire (eg tables, cabanas, party rooms, conference rooms)
• Classes your guests can book into but may not have an exact area at your venue and are limited in numbers (eg fitness classes). 
• Animal encounters that are also limited in the number of guests that can book in per session time (eg a meet a Koala experience).
• Individuals who provide services at your venue and are limited by the number of guests they can accommodate at the same time (eg educators for school groups at museums). 

Plan your resource setup

Before creating your resources, think about the different physical areas, products you offer and services you sell at your venue and the maximum number of guests each area can hold or each activity or experience can accommodate. You should have a resource for any area or activity you wish to manage capacity for, such as each room or area that guests can book into.

For example, imagine a venue that has:

• A rock climbing area with a capacity of 150 guests
• A trampoline area with a capacity of 200 guests
• A party room with a capacity of 20 guests.

In this example, you can manage the venue's capacity by creating three resources (one for each area or room).

 

 

You can also create groups to help you manage and assign your resources (eg a group for your party rooms). Bookings will be automatically allocated to the resources included in the group based on capacity, prioritizing those with smaller capacities first. If capacities are the same, resources are assigned in the order you list them in the group.

If you sell activities that have their own capacities but no designated physical area, you should also create a resource for them. For example, if you offer fitness classes with a capacity of 10, you should create an independent resource for the fitness classes to manage the number of people who can book into each class.

If you offer entire venue rental, it's recommended to create an "Entire venue" resource, with capacity set at the maximum number of guests the venue can hold (eg 370).

Simplify with booking rules

When creating your resources, you add booking rules to simplify resourcing and scheduling. 

You first need to decide if the resource is a single booking or multiple bookings resource.

If the resource is a multiple bookings resource, you have a couple of other options:

Create a resource

To create a resource:

1. From Venue Manager, go to Settings > Resources.
2. Select Create a resource.
3. Enter the resource name and capacity.
4. Under Booking rules, select if it's a single booking or multiple bookings resource:

Single booking	Select single booking for a resource where only one booking at one time can take place, regardless of whether capacity is full or not (eg party or function rooms)
Multiple bookings	Select multiple bookings for a resource where multiple guest bookings can take place at the same time until capacity is full (eg a general trampoline area or go-kart track)

5. If you select multiple bookings, you have additional options:

Multiple products	This option is selected by default and allows multiple guest bookings at the same time until capacity is full. You can also use this option for a resource where guests who have purchased different products can participate at the same time.
Single product	Select this option for a resource which is limited to a single product per time slot once the first booking is made. For example, a virtual reality room which offers multiple different virtual reality experience products.
Single ticket type	Select this option for a resource that is limited to a single ticket type per time slot once a ticket is booked. For example, a laser tag area which does not allow adults and children to compete alongside each other.

 

Create a group

Groups automate the allocation of bookings to resources. Bookings are assigned based on capacity - smaller capacities first. If capacities are the same, resources are allocated in the order they appear in the group.

For example, if you have 3 party rooms, you can create a group called Party rooms with each room as a resource. Assign your party products to the group, and bookings will automatically go to the smallest available resource that fits. If all resources have the same capacity, bookings follow the group order.

To create a party room group:

1. Select Create a group.
2. Name the group (eg Party rooms, Function spaces, or VIP rooms).
3. Select Add new resource. 
4. Enter the resource name and capacity.
5. Select Single booking resource for the first party room and enter its details.
6. Select Save resource.
7. Repeat steps 3-6 for all resources in the group.

Manage your resources