Create New or Edit Property

To create a new resource, go to the settings located under the gear icon, and then find Properties tile. In the first view, you'll see a list of existing resources categorised by type. Expanding a single group will show a list of all resources with their basic parameters. At the top of the page, you’ll find the "Booking days limit" field, which allows you to set the maximum number of days for bookings made in days.

As an administrator or resource manager, you have the ability to create new resources and manage existing ones.

In the main part of Properties view, you will see previously created resources and have the option to edit or create new ones:

• To add a new resource, click the Add property button.

• To edit an existing resource, click the pencil button located next to each resource.

In both cases, a form will be displayed with required and optional data fields for the resource. This form contains all the necessary fields to configure any combination of item/place. Besides basic fields like name or description, you can specify:

• Status - In stock/Sold/Damaged. By default, resources cannot be deleted, but they can be "crossed out" by changing their status.

• Type - e.g., computer, monitor, conference room, meeting room, etc.

• Visibility - specifies whether the resource will be visible on the reservation list for employees. If invisible, it can only be assigned by a manager.

• Multiplicity - defines the minimum unit and multiples of time for which the resource can be reserved. This option is available only when the Booking Type is set to Minutes.

  • The default value is 15 minutes, but it can be configured per property (for example, 5, 10, 15 or 30 minutes).
  • Multiplicity cannot exceed 30 minutes.
  • Both drag-and-drop resizing and manual input via the clock modal align with the defined interval.
  • The booking grid is aligned to the defined multiplicity to ensure consistency.
  • A resource with the Minutes booking type and no multiplicity set cannot be booked. Every new booking attempt is refused with a message saying the resource has no slot size, while existing reservations can still be edited and cancelled. Set the multiplicity on the resource to make it bookable again.

• Booking Type - Minutes, Days, Permanently. E.g., 1 day, 15 minutes, etc. A permanent reservation type means the resource is assigned to an employee permanently, without a specified end time.

• Concurrent holders - how many people or projects can hold the resource at the same time. It is 1 by default and cannot be lower than 1. See "Sharing a resource between several holders" below.

• Location - specifies where the resource is located. Locations can be added or modified in the settings under the gear icon inside Locations tile.

• Serial Number - a useful field for items like computer equipment to uniquely identify them.

• Warranty to - useful for organisational purposes.

• Release this spot when the booker is absent - in the Parking section, shown only for a parking type (a type whose attribute set uses the parking icon or has "parking" in its name). When it is on, the spot's bookings are released for the days its booker is on an approved absence, so a colleague can book it. The absence type must release parking as well; both switches have to be on. It is off for every spot until you turn it on. To set it on many spots at once, select them on the Assets tab of the reservations page, see Who Holds a Resource.

After filling out all the required fields, you need to save the resource. Once this operation is completed, you can upload an image of the resource. The image, as an icon, will be displayed in most lists. A larger image is shown, for example, during the reservation of the resource by an employee.

After saving, the Components tab will be activated, allowing you to select existing properties to associate with the newly created property.

Sharing a resource between several holders

Most resources are held by one person at a time, and that is what the default Concurrent holders value of 1 means. Raise it when a resource is genuinely shared: a parking space two colleagues hold permanently, or a desk used by two part-time employees. The field is available for every resource type and every booking type, permanent reservations included.

When someone books the resource, Flowtly counts the reservations that overlap the requested period:

• While fewer reservations overlap than the Concurrent holders value, the booking is accepted.
• Once they reach it, the resource counts as taken for that period and the booking is refused. Where the refusal is shown as a message, it names who currently holds the resource, so you know whom to ask: "This asset is fully booked for that period. It is held by: ..."
• The same person or project cannot hold one resource twice over the same period, whatever the value. A second overlapping booking by the same holder is refused with "You already hold this asset for an overlapping period."

With the value at 1, the resource takes one reservation at a time.

If you lower the value below the number of current holders, their reservations stay. New bookings are refused until enough of them end, and the Assets tab shows no free places, for example "0 of 2 free".

On the Assets tab of the reservations page, a resource whose Concurrent holders value is above 1 lists every current holder and shows how many places are left, for example "1 of 2 free". See Who Holds a Resource.

Example: a parking space is shared by two colleagues, each holding it permanently. Set Concurrent holders to 2 and assign the space to both of them. Any further booking is refused and names the two holders. If one of them gives the space up, cancel that reservation: the space then shows "1 of 2 free" until it is assigned again.

Edit Existing Property

Editing an existing property allows managers to update its details and ensure that all relevant information is accurate and up to date.To edit a property, follow these steps:

1. Navigate to Organization Settings from the user context menu.
2. Select the Properties tile.
3. Locate the desired property in the list.
4. Click on the Edit button (pencil icon) opposite the selected property.
5. Modify the available options as needed. You can also set an image for the property.
6. Click Save to apply the changes.

Your updates will take effect immediately, and the property will reflect the new details across the system.

Example use cases

• Onboarding new equipment: Add newly purchased laptops, monitors, or specialised tools to the system, making them available for employee booking.
• Setting up new meeting spaces: Create entries for new conference rooms, huddle spaces, or project rooms, defining their capacity, booking type, and visibility.
• Updating asset status: Mark a broken projector as "Damaged" or "Sold" an old computer to prevent further bookings and maintain accurate inventory.
• Adjusting booking rules: Modify the booking multiplicity for a shared resource, like changing a specific lab equipment's minimum booking from 15 minutes to 5 minutes to accommodate shorter usage needs.