Set up and configure resources

Use Resource Management setup to create categories, add resources, and control how bookings are managed at your school.

This page is intended for superusers and other staff with the required service permissions.

To set up and configure resources:

1. Open the side menu.
2. Select Staff Services.
3. Select Resource Booking.

Depending on your school, this area may also be available from another menu location.

You can also go directly to /resource-booking/item.

Categories are used to group and organise resources. These appear as tabs across the Resource Booking page.

1. Open Resource Booking.
2. Select the three-dot menu.
3. Select Add Category.
4. Enter the category title.
5. Select Create.

After creating a category, you can add resources for staff to book.

1. Open Resource Booking.
2. Select the three-dot menu.
3. Select Add Resource.
4. Enter the details for the resource. (* Optional fields)
   • Enter a name for the resource
   • Add a description*
   • Add a room code*
   • Select the category for the resource
   • Add related resources*
   • Add an image*
   • Add a notes template*
   • Enter the Number of Bookable Items
   • Choose whether to Allow Conflicting Booking Requests
5. Select Create.

Number of Bookable Items is the total quantity that can be used at the same time. Enter a whole number from 1 to 999. Use 1 when the resource should support only one booking at a time.

When Allow Conflicting Booking Requests is enabled, users can submit requests after capacity is full, but only bookings within the available capacity can be approved.

You can choose which roles are allowed to book each resource.

1. Open Resource Booking.
2. Add a new resource, or edit an existing one.
3. Go to the Permissions section.
4. Select the roles that can book the resource.
5. Save your changes.

Only users in the selected roles will be able to make or manage bookings for that resource.

Each resource can use a moderation type to control how bookings are handled.

• Open – staff can book the resource and the booking is approved automatically
• Managed – only moderators can book the resource
• Moderated – staff can request a booking, but a moderator must approve it

1. Open Resource Booking.
2. Add a new resource, or edit an existing one.
3. Select the moderation type.
4. If required, search for and add the staff members who will moderate the resource.
5. Save your changes.

You can set the number of bookable items and apply booking rules to control how a resource can be reserved.

Available settings include:

• Number of Bookable Items – the total quantity that can be used at the same time
• Allow Conflicting Booking Requests – allows users to submit requests when capacity is full; only bookings within the available capacity can be approved
• minimum lead time
• minimum reservation time
• maximum reservation time
• restricting bookings to the current term

Each booking consumes capacity according to its quantity. Multiple approved bookings can overlap while their combined quantity remains within the resource capacity.

These settings are configured when creating or editing a resource.

You can update categories and resources at any time.

If reducing Number of Bookable Items causes existing approved bookings to exceed capacity, Schoolbox saves the new capacity and displays a warning showing how many approved booking conflicts now exist. Existing approved bookings are not changed automatically, so review them on the resource calendar or in the Resource Booking Report.

Bulk uploading resources is a manual process performed by Schoolbox staff.

To request a bulk upload, provide a CSV file with the required resource details.

After the upload is completed, you will still need to:

• attach images, if required
• set related resources
• configure allowed roles
• apply booking rules