Resources and calendar registers

Calendar resources are everything besides accommodation that can be reserved by the hour or day: meeting rooms and spaces, equipment, and staff such as instructors. These registers decide what can be booked, how much of it, who sees it, and how the calendar listings look.

Resource types

Register	Use for	Can be booked
CAL - Property	Spaces: meeting rooms, halls, courts, saunas	One reservation at a time
CAL - Nested Property	Parts of a space, e.g. Hall A and Hall B of a divisible hall	One reservation at a time
CAL - Equipment	Equipment and items with a quantity: projectors, canoes, bikes	As many at a time as the capacity allows
CAL - Human Resource	Staff: instructors, guides, trainers	One reservation at a time

Common fields

Field	What it affects
Name	Shown in the calendar, reservations, listings and documents.
Active	Only active resources are offered when searching for resources to book. Human resources are inactive by default — activate new ones.
Categories	Tags used to search resources and in listing presets (see Categories).
Default customer visibility	How reservations of this resource are shown in the customer's program: Visible, Resource name hidden, or Hidden. Copied to each new reservation, and staff can change it per reservation. If empty, the default from CNF - Spaces and Resources is used.
Owner site, Shared with sites	Site the resource belongs to, and other sites that can also book it.
Internal info	Staff-only note.
iCalendar	Publishes the resource's reservations as a calendar link (see below).
Timezone	The resource's timezone. Normally your own timezone.

Equipment only — Capacity definitions: how many units are available from a given start date onward, e.g. 10 canoes from 1 May, 15 canoes from 1 June. The latest definition in effect applies. Without definitions the capacity is 1.

Nested property: the parent space (Main property), and its own name, capacity and floor size. A nested space uses the parent's customer visibility. Custom reservation name sets the title of its reservations in the calendar link.

Properties also have Floor size and Person capacity for information.

Availability rules

Availability rules describe when a space, piece of equipment or staff member is available: opening hours, working hours and closures. Reports use them as the resource's available time, for example when calculating utilisation, so keep them up to date.

Resource availability — recurring rules. Each rule has:

Field	What it affects
Name	Name of the rule, e.g. Summer opening hours.
Valid from / to	Period when the rule applies. Empty = no limit.
Weekdays	Days of the week the rule applies to.
Time ranges	Start and end times, each marked Available or Not available, e.g. available 08:00–16:00 and not available 11:00–11:30.

Availability exceptions — one-off periods that differ from the rules, e.g. a holiday closure or an extra opening. Each exception has a name, a start and end date and time, and a type: Not available (default) or Available.

A resource without any rules is always available. Availability rules are set on properties, equipment and human resources; nested properties have no rules of their own. The rules do not prevent bookings: staff can still reserve a resource outside its available time.

Internal prices

Internal prices give the internal cost of using a resource, for example when one of your companies uses another company's hall. Internal prices are used in internal cost reports. They are not shown to customers.

Field	What it affects
Price	Internal price per hour, VAT included.
VAT rate	VAT rate of the price.
Owner company	The company that owns the resource and receives the internal cost.
Valid from / to	Period when the price applies.
Shared pricing group	Resources that share one cost, e.g. the two halves of a divisible hall. When several resources of the same group are reserved at the same time, the cost is split between them instead of being counted twice.

Rooms have their own internal prices per night, see Accommodation.

Calendar link (iCalendar)

A resource's reservations can be published as a calendar link. Anyone with the link can add it to e.g. Outlook or Google Calendar and see the reservations there, without being able to change them.

Field	What it affects
Published	Publishes the calendar link. Anyone who has the link can see the reservations.
Reservation display name	Title of each reservation in the calendar: the resource's name, a fixed custom name, or just "Busy".
Custom name	The fixed title, if chosen above.
Set resource name	Adds the resource's name as the location of each event.

CNF - Spaces and Resources

Default settings for all calendar resources.

Field	What it affects
Property / Human resource / Equipment reservation default customer visibility	Default customer visibility for reservations of each resource type, used when the resource itself has no default.
Room display message	Whether the display message field is shown on resource reservations: Show always, Show in menu (only when the user adds it or it already has a value), or Hidden. The display message is the text shown on room displays.

Double booking

GLB - Global Configuration → Double booking decides what happens when a resource reservation overlaps another reservation of the same resource:

• Restrict (default): the reservation cannot be confirmed.
• Allow: the reservation is saved and the overlap is shown as a warning.

CAL - Reservation Subjects

Ready-made subjects offered when staff type the description of a resource reservation, e.g. Board meeting or Guided tour.

Field	What it affects
Subject	The suggested text. Staff can still type any text.
Properties, Equipments, Human resources	Resources whose reservations get this suggestion.
Show for program reservation	Also suggest it for program items not tied to a resource.

CAL - Listing Presets

Saved views for the resource reservation listing and the packet meal listing, so that staff can switch to e.g. Kitchen view or Sports hall view in one click. Changes appear immediately.

Field	What it affects
Name	Name in the preset picker.
Site	Sites where the preset is offered.
Properties, Equipments, Human resources	Resources shown by the preset.
Search groups	Resources selected by category. Restricted mode requires a resource to match all the group's categories instead of any.
Sort order	Rows sorted by resource, main resource or time.
Group display	How reservations belonging to the same group are shown: not grouped, group shown once, or repeated on each row.
Task display	Minimal or extended task information on each row.
Task assignee filter bar / view bar	Task assignee groups pre-selected in the filters.
Show all tasks if assignee exists	Initial value of the show all tasks switch.
Packet meal listing	Makes this the default preset of the packet meal listing: Default show or Default hide sets whether packet meal requests are shown initially. None = not used there.

note

Resource product display and Seller display currently have no effect.

Categories

Categories are a shared tagging system for resources and products.

Register	Purpose
CAT - Category Set	A tree of categories, e.g. Sports venues → Indoor → Courts.
CAT - Category Entry	One category in the tree. Is emphasised shows the category directly in the category filter; other categories are behind show all.
CAT - Category Target	Where a category set can be used. Only two values work: RESOURCE_SEARCH (resource search and listing presets) and PRODUCT_LIST (product lists).

warning

A category target with any other value makes the category set invisible, without an error.

KUR - Kurre configuration

Settings for the Kurre integration, which copies room reservations from Kurre into Willba.

Field	What it affects
Number of past days, Number of future days	How many days back and ahead from today reservations are copied from Kurre.
Kurre resources	Maps each Kurre room abbreviation to a Willba property. Rooms not mapped here are skipped.
Kurre sales facet	Sales type of the monthly sales that hold the Kurre reservations. Required — no reservations are copied without it.
Site	Site of those sales.