Booking conditional on the availability of one of several resources

There are many situations where booking should be conditional on the availability of multiple resources, such as when you have multiple conference rooms available in your office and need an available room automatically assigned when someone books a meeting. See the Meeting resources page

Conditional booking can be done with regular Outlook CalendarsGoogle Calendars, or with G Suite resource calendars. It cannot be done with Exchange resource calendars.

In this article, we will create Booking pages that combine busy time from a User and a resource, displaying availability only when both are free. We will then include all Booking pages in a Master page with Pooled availability. The setup described in this article is based on multi-user scheduling.

1. Manage resources using calendars

  1. Prepare the resource calendars. If you are planning to use regular calendars to represent resources, create a calendar for each resource in a Google Calendar or Outlook Calendar account. If you are using G Suite resource calendars, there is no need for this step.
  2. Share the resource calendars with Users. Now you will share the resource calendars. In our example, John and Bob are two users in my organization that can access both the Room 1 and Room 2 sub-calendars from their calendar. Learn more about sharing Google calendars and sharing Outlook calendars

2. Configuring Booking pages and Calendar settings

You or your users can create a Booking page for each user and resource combination. In our example, you need four Booking pages: John – Room 1, John – Room 2, Bob – Room 1, Bob – Room 2.

Since this article is describing setup in a multi-user environment, each User will need to customize the Calendar settings of their Booking pages:

  1. Go to the Associated calendars section of the Booking page. The Calendar list displays the list of sub-calendars in the User's connected Calendar. In the calendar list, we can see John’s main calendar and the Room 1 and Room 2 sub-calendars that have been shared with John.
  2. Select the main calendar in which bookings are created – This is the User's calendar is which bookings will be created -- in our example, 
  3. Select the resource calendar from which busy time is retrieved – This is the resource sub-calendar that was shared with the User.  In our example, Room 1. Note that the User should only select ONE resource calendar. If more than one resource calendar is selected, you will be displaying time slots only when all resources are available and not when any resource is available.
  4. Select the resource calendar to which the calendar event will be added – This is the same shared resource sub-calendar. In our example, Room 1. This will automatically reserve the resource when the booking is made.

3. Create Event types

  1. Create Event types for your organization. In our example, the rooms are used for 30 minutes or 1 hour meetings. We will create two Event types – A 30 minute duration and a 60 minute duration.
  2. Add the Event types to each Booking page. In our example, the Booking page John – Room 1 has now two Event types – 30 minutes and 60 minutesLearn more about Event types

4. Create a Master page

In the Master page, we will implement Pooled availability with automatic assignment. This enables you to assign a booking based on the availability of both a resource and a User.

  1. In the Included Booking page section, select all the Booking pages you have previously created.
  2. Go to the Flow and assignment section of the Master page and define the labels for your Booking pages and Event types. For example, define that a Booking page represents a "Team Member" and an Event type represents "Duration."
  3. In the Scheduling flow section, select Automatic assignment. Customers will select a duration, date and time. The team member will be assigned automatically. Learn more

You’re done!

Now when Customers make a booking via the Master page, they will be automatically assigned to a team member and a resource. Experience a live demo of Conditional booking.

Note: Conditional booking cannot be used with Session packages. Learn more about conflicting settings

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