🔐 Required Role Permissions: Resources

🔓 Optional Role Permissions: Save Searches, See Bulk Action, Data Export, Generate Reports

While the purpose of resources is to manage transportation, guides or accommodation, resources can be also used to manage product capacity/availability.

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Learn more about availability in our article on Availability Management.

Grouping resources together enables you to share resources across multiple different products or assign multiple resources to the same product.

Create a Resource

In the Ventrata dashboard, go to Products > Resources.

Resources
Press the + New Resource button.

New Resource
Enter resource name.

Resource Name

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You may include type, reference code, location of the resource or number of available seats to easily differentiate your resources, especially if you are managing a large amount of resources.
Check the 'Multi-destination' box if the resource is shared across multiple destinations.
Check the 'Seating' box if the resource offers seating arrangement.

Multi-Destination & Seating
Select which unit tiers are allowed on the resource to define availability by unit type (for example, Adult or Child).
By default, all tiers are selected.

Unit Tiers

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Unit tiers allow you to define capacity per ticket type instead of using a single shared capacity across all bookings.
Use unit tiers to manage different resource types within the same booking flow.
Check the 'Fixed Weight' box.
Select the weight unit — kilogram (kg) or pounds (lb).

Fixed Weight & Weight Unit

📒 NOTE
If a weight limit is also set on the product using a different unit, the booking form will display the product's weight unit, not the resource's.
In the 'Max Weight' field, enter the maximum allowable weight.

Max Weight
Check the 'Open' box to keep the resource open for booking.

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If the resource is closed, products with the assigned resource group of the resource will not be bookable.
Enter the capacity for this resource, or leave it as infinity if there are no capacity restrictions.

Capacity

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If your product has a guest limit, enter the total capacity at the product level. When using multiple resources, the total should reflect the sum of individual resource capacities, which you can define here.
Enter the currency in which resource costs are calculated.

Currency
Set a start and end date for when resource costs are applied. If not set, costs are applied at all times.

Starts On & Ends On
Configure costs:
- Shared Cost - evenly distribute resource costs among purchased tickets
- Costs per Tier - define a fixed cost per tier, prices can vary between tiers (for example, Adult = €1, Child = €0,5)
  
  Cost
📒 NOTE
Costs are included in the ticket price. Consider adjusting your ticket prices when adding costs at the resource level. Costs are clearly identified at the booking level for accounting purposes.

Booking Level - Cost Rate
Press the + ADD RESOURCE COST button to add cost settings with different start and end dates.

Add Resource Cost

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You can rearrange different cost configurations by dragging and dropping the costs boxes above or below each other.

Rearrange Costs

You can remove costs or date ranges by pressing the bin icon in the top right corner.

Delete Costs or Date Ranges
Press the Create Resource button.

Create Resource

To assign a resource to a product, you need to create a resource group.

Create a Resource Group

In the Ventrata dashboard, go to Products > Resources.

Resources
Press the Resource Groups button.

Resource Groups
In the new window, press the New Resource Group button.

New Resource Group
Enter name of the resource group.

Resource Group Name
Check the boxes that apply to your resource group:

Resource Group Settings
- Exclusive - enable to allow only one booking at a time
  
  📒 NOTE
  When ticked, if a booking is made using a resource in the resource group, that resource will not be available for the duration of the booked tour.
- Shared - enable to book different products with shared resources
- Overlaps - enable to allow bookings with different departure times
  
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  This is useful when you have a product that makes several stops at different tour times, where some people get on and some get off.
- Split booking - enable to split a booking across multiple resources
  
  📒 NOTE
  Under ideal circumstances bookings are assigned to one resource. However, if the capacity of resources that allow split booking is lower than the number of tickets in the booking, the booking will be split across the assigned resources. For example, Resource A is at 15/20 capacity, Resource B is at 21/25 capacity and a booking of 6 is made, the booking will be split between the two resources.
- Prefer together - enable placing bookings into the same resource(s) if possible
- Seat together - force seated resources to only allocate seats that are touching
Enter a time interval if your resources require, for example, cleaning (buses, taxis) or rest (horses) after a tour.

Interval

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If an interval is set, Ventrata will not assign a booking to that resource immediately after the tour ends, but adds that extra time as set here.
Assign products to your resource group.

Products

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You can also assign resource groups to products from the product detail. Either method will automatically update both the product and resource group record.
Assign resources to your resource group.

Resources
Press the Create Resource Group button.

Update Resource Group

📒 NOTE

The configuration set on the resource group determines how the resource behaves on the product. For instance, there are multiple resources assigned to a tour time or date with a capacity of 10, 15 and 20, and the Split Booking option IS NOT checked. The capacity for that tour time or date takes the largest capacity of all the resources assigned, which is 20.

If the Split Booking option IS checked, the capacity will be the sum of the 3 resources assigned to that day/tour, which is 45.

You cannot have greater capacity than the resource assigned to a particular date or tour time, but you can assign a lower capacity on the product level. This can be done by selecting the date or tour time, and setting the capacity.

Update Availability

Change Display Order

You can control the display order of your resource groups and resources on various pages, such as manifests.

Rearrange Resource Groups

In the Ventrata dashboard, go to Products > Resources.

Resources
Press the Resource Groups button.

Resource Groups
Drag and drop the desired group to your preferred position.
Rearrange Resource Groups

Before	After

Rearrange Resources

Press the pen and paper icon to edit the resource group.
Drag a resource and drop it into the desired position.
Rearrange Resources

Before	After

Allocate Resources to Tickets

If your product uses resources, you can allocate tickets to specific resources directly on the booking form.

📒 NOTE

For seated resources, make sure the Seat Together option is disabled in the Resource Group settings. Otherwise, tickets will be forced into the same resource and cannot be distributed individually.

Resource allocations are tied to individual tickets, which means:

Each ticket is assigned to a specific resource.
Changing ticket quantities automatically updates the resource allocation.
Resource usage is always calculated based on ticket count.

This makes resource planning more accurate and easier to manage when editing bookings.

Resource Allocation

Automatic Resource Allocation with Unit Tiers

Allocate different resources from the same booking flow using unit tiers.

Pre-requisites:

In the Availability section of the product detail

Resource groups containing resources with assigned unit tiers are associated with the product
'Reassign resources' is enabled
Resource Groups
Resources with unit tiers are assigned to the product
Resource Assignment