Resources

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Resources are the people, places, and equipment that get assigned when a booking is made. A resource might be a hairstylist, a bowling lane, a meeting room, a flight instructor, or a wind tunnel. Not every activity needs resources — a group yoga class might just track headcount without assigning anything specific. But for most businesses, resources are how you prevent double-bookings and manage capacity.

Resource Types

Resources are organized into resource types (sometimes called pools). A resource type is a category of interchangeable resources within an activity. For example:

• A hair salon might have one resource type called "Stylist" containing Sarah, Mike, and Jess.
• A bowling alley might have one resource type called "Lane" containing Lane 1 through Lane 12.
• An indoor skydiving facility might have two resource types: "Tunnel" (Main Tunnel, Training Tunnel) and "Instructor" (Alex, Jordan, Taylor).

Creating a Resource Type

Navigate to your activity and add a new resource type. You will configure:

• Name — What this category is called. Customers may see this name if resource selection is enabled.
• Required — Whether every booking for this activity must have a resource of this type assigned. In most cases this is yes. You might set it to no for optional add-ons, like an instructor who is available upon request but not required.
• Customer Selectable — Whether customers can choose a specific resource when booking. For example, a salon might let customers pick their preferred stylist, while a bowling alley assigns lanes automatically.

Allocation Modes

The allocation mode determines how resources of this type are consumed by bookings. This is the most important setting for controlling capacity.

Exclusive

Each booking gets its own dedicated resource for the entire duration. No other booking can use that resource until the first one is finished.

Best for: Salon chairs, private rooms, individual instructors, bowling lanes (when each group gets their own).

How capacity works: If you have 5 resources and all 5 are booked for a time slot, that slot is full. Each resource can serve exactly one booking at a time.

Shared by Headcount

Multiple bookings can share the same resource, up to a maximum number of people. The resource tracks how many participants are assigned and stops accepting bookings when the limit is reached.

Best for: Group classes with a room cap, shared pool areas, restaurant seating sections, open gym time.

How capacity works: If a resource has a headcount limit of 20 and a booking for 5 people is already assigned, 15 spots remain. The next booking for 8 people would be accepted (leaving 7), and so on until the cap is reached.

Configuration:

• Maximum Headcount — The most people this resource type can handle at once. This is set on the resource type and applies to all resources in the group. Individual resources can override this limit if some have different capacities.

Shared by Time

Multiple bookings share the same resource, but each booking consumes a set number of minutes from a pool. This is designed for situations where people take turns using a resource within a time slot.

Best for: Wind tunnels (each flyer gets a set number of minutes), shared simulators, any "take turns" activity.

How capacity works: If a wind tunnel slot has 26 bookable minutes and a customer books a 4-minute flight, 22 minutes remain. Another customer booking a 2-minute flight would leave 20, and so on. When there are not enough minutes left for any available product, the slot is full.

Configuration:

• Maximum Bookable Minutes Per Slot — The total number of minutes available within each time slot. Individual resources can override this if some have different capacities (for example, the main tunnel has 26 minutes per slot but the training tunnel only has 15).

Auto-Assignment

When a booking is made and a specific resource is not chosen by the customer, the system automatically assigns one. You can choose the assignment strategy:

• First Fit — Assigns the first available resource. Simple and predictable. Good when resources are interchangeable and order does not matter.
• Round Robin — Distributes bookings evenly across resources in rotation. Good for balancing workload across staff members.
• Least Loaded — Assigns the resource with the fewest existing bookings. Good for ensuring even utilization over time.

Individual Resources

Once you have created a resource type, add the individual resources within it.

Creating a Resource

For each resource, provide:

• Name — The display name. For people, use their name ("Sarah M."). For places and equipment, use an identifier ("Lane 1," "Room A," "Main Tunnel").
• Short Code — An abbreviated label shown on the calendar when space is tight (for example, "SM" for Sarah M., or "L1" for Lane 1).
• Color — A color used on the booking calendar to visually distinguish this resource from others.
• Linked Staff Member (optional) — If this resource represents a person on your team, link it to their ZynoSuite account. This allows staff to see their own bookings on their dashboard and enables future features like syncing with their work schedule.

Capacity Overrides

For resources that use shared by headcount or shared by time allocation, you can override the type-level capacity on a per-resource basis. This is useful when individual resources have different capacities:

• The main tunnel might handle 26 minutes per slot, while the training tunnel only handles 15.
• Conference Room A seats 12 people, while Conference Room B seats 8.

If no override is set, the resource uses the capacity defined on its resource type.

Service Qualifications

By default, all resources of a given type can be assigned to any product that uses that resource type. But sometimes, specific resources are only qualified for certain services. For example:

• Only senior stylists can perform color treatments
• Only certified instructors can lead advanced tours
• Only the large conference room can host training sessions

You can restrict which resources are qualified for a specific product. When qualifications are set, the system will only assign qualified resources to bookings that include that product. If no qualifications are set, all resources of the type are considered eligible.

See Bookable Products for more on linking products to resource requirements.

Activating and Deactivating Resources

Resources can be marked as active or inactive. Inactive resources are excluded from availability calculations and will not be assigned to new bookings, but existing bookings with that resource are not affected. This is useful when a resource is temporarily out of service — a lane under repair, or a stylist on extended leave.

Service Resource Requirements

Each bookable product specifies which resource types it needs. This is set up on the product (see Bookable Products) and determines what gets assigned when a booking is made.

Examples:

• A "Haircut" product requires 1 Stylist
• A "Tandem Skydive" requires 1 Instructor and 1 Aircraft Seat
• A "Private Room Rental" requires 1 Room

For exclusive resource types, the total resources needed scales with quantity. If a customer books 3 lanes of bowling, 3 lane resources are assigned.

For shared resource types, only one resource is assigned regardless of quantity. The quantity affects how much capacity is consumed (headcount or time), but the resource itself is shared with other bookings.