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Resource Management

Once you have resources set up, you will need to keep them current — renaming a room, taking a resource offline for maintenance, adjusting capacity, or eventually removing something that is no longer available. This page covers the full lifecycle of managing resources after creation.

Opening the Resources Tab​

  1. Click Reservations in the sidebar.
  2. Select the Resources tab.
  3. You will see a list of all resources in the active organisation, with their name, resource type, capacity, and active status.

Editing a Resource​

To change a resource's name, description, capacity, or resource type:

  1. Find the resource in the list.
  2. Click Edit (pencil icon or a three-dot menu depending on your layout).
  3. Update the fields you want to change.
  4. Click Save.

What You Can Change​

  • Name: Can be updated at any time. The new name appears immediately on the booking page.
  • Description: Update or clear at any time.
  • Capacity: See the Capacity section below before changing this.
  • Active status: Toggle between active and inactive.
  • Operating hours overrides: If the resource has custom operating hours, edit them in the resource form. See Resource Availability for details.
  • Schedule policy: Advanced setting for the resource's availability mode (Continuous or Shifts — usually set at the resource type level and overridden here only when needed).

What You Cannot Change Easily​

  • Resource type assignment: Changing which resource type a resource belongs to may affect existing reservations. If you need to move a resource to a different type, it is usually safer to create a new resource under the correct type and deactivate the old one.

Deactivating a Resource​

If a resource is temporarily unavailable — maintenance, renovation, staff leave, closed for a period — set it to Inactive instead of deleting it.

  1. Edit the resource.
  2. Uncheck Active.
  3. Save.

An inactive resource:

  • Disappears from the public booking page immediately
  • Stays in the internal reservation board with an "inactive" indicator
  • Retains all past and current reservations — they are not canceled
  • Can be reactivated at any time by checking Active and saving

This is almost always the right choice over deletion for temporary situations.

Schedule Modes: Continuous vs. Shifts​

Resources (via their resource type) operate in one of two scheduling modes:

Continuous Mode (default)​

PrimeCal calculates available time slots from the operating hours minus any existing reservations and buffer time. Customers pick from a flexible list of start times. This works well for rooms, courts, and appointment-style services.

Shifts Mode​

Specific, fixed time slots are pre-configured (for example, "10:00–10:55", "11:00–11:55", "14:00–14:55"). Only those exact slots appear on the booking page. This works well for classes, structured training sessions, or any service where there are a fixed number of defined offerings per day.

To configure shifts, edit the resource type (not the individual resource, unless the resource has an override). Set the availability mode to Shifts and enter the exact weekday slots.

Use shifts mode for class-based bookings

If Justin offers structured coaching sessions at fixed times, he configures shifts for the "Coaching Session" resource type. Team members see only the defined class times, not an open time picker.

Capacity and Child Lanes​

When a resource has a capacity greater than 1, PrimeCal maintains child lanes (one per capacity slot). These appear in the reservation board and week calendar as individual bookable rows.

Increasing Capacity​

Edit the resource, increase the capacity, and save. PrimeCal automatically seeds the new child lanes. You can then configure each child lane individually if they have different operating hours or descriptions.

Reducing Capacity​

Before reducing capacity, check the reservation board for existing bookings on child lanes that would be removed. PrimeCal blocks reduction if it would remove lanes that still have active reservations.

Deleting a Parent Resource with Child Lanes​

Deleting a parent resource (capacity > 1) is blocked while child lanes still exist and have reservations. You must either:

  1. Cancel or complete all child lane reservations, then delete the parent.
  2. Use cascade deletion to delete the parent and all its child lanes and reservations together.
Cascade deletion is permanent

Cascade deletion removes the parent resource, all child lanes, and all associated reservations. This cannot be undone. PrimeCal shows a deletion preview before you confirm, listing everything that will be removed. Review it carefully.

How to Use Cascade Deletion​

  1. Find the parent resource in the Resources list.
  2. Choose Delete — PrimeCal will warn you if child lanes exist.
  3. Click Preview cascade deletion to see the full list of what will be removed.
  4. If you are sure, confirm the cascade deletion.

Schedule Hierarchy​

PrimeCal resolves operating hours in a layered order:

  1. Organisation defaults — the broad schedule shared by all resources
  2. Resource type overrides — if the service has a different pattern from the org default
  3. Resource overrides — if this specific resource has different hours (e.g. one staff member with a different shift)

Only configure resource-level overrides when the resource genuinely differs from its service type. Overriding at every level makes schedules harder to maintain.

Regenerating the Public Booking Token​

If a public booking link has been shared too widely or you need to invalidate it for any reason:

  1. Open the resource detail or use the "Get public token" action.
  2. Choose Regenerate token.
  3. The old link stops working immediately.
  4. The new link is displayed — copy and share it as needed.
note

Regenerating a token does not affect existing reservations. It only changes the public URL for future bookings.

Example: Justin Updates the Late Gym Court​

Mid-season, the Main Court is resurfaced for two weeks. Justin:

  1. Opens Reservations → Resources → Late Gym — Main Court.
  2. Unchecks Active and saves.
  3. The public booking link shows no available slots during those two weeks (actually it shows nothing at all while inactive).
  4. After resurfacing, Justin re-checks Active and saves. The link works again immediately.

At the end of the season, Justin adds a second court ("Late Gym — Side Court"). He creates a new resource under the same "Basketball Court" resource type, sets capacity to 1, and shares the new public booking link.