Assign resources and understand booking-group coverage

Every departure carries requirements from its Operating Profile, for example one Guide and one Vehicle. Assigning puts a specific Resource on the departure. Coverage says which booking groups each confirmed Resource is responsible for. Bookings always stay whole: one booking is never split between two Resources.

Before you start

• The Resource exists in Manage Resources with an email address and phone number.
• Open the departure from Control Room or Schedule and choose the Resources & groups view.

Assign someone to a requirement

1. 1
   Step 1:

   Under Requirements and resources, each requirement shows what it still needs, for example Needs 1 · 0 assigned · 1 still needed.

2. 2
   Step 2:

   Open the requirement's list of people. Each roster member is marked Fits or Does not fit, with the reason: not this resource type, missing a required skill or language, does not cover this location, or already booked at this time.

3. 3
   Step 3:

   Select Assign (confirmed) to confirm them straight away. If you want to pencil someone in first, select Propose, then Confirm later.

4. 4
   Step 4:

   To take someone off the departure, select Release next to their assignment and give a short reason.

The requirement line updates to nothing still needed once it is fully staffed.

Read and adjust coverage

5. 5
   Step 5:

   Scroll to Tickets and booking allocations. The summary shows Staffing, for example "2 of 2 assigned", and Coverage, for example "1 of 1 bookings".

6. 6
   Step 6:

   Each confirmed Resource has a card listing its booking groups, such as Booking 1 · 4 participants. When one confirmed Resource can take the whole group, the booking is covered automatically and there is nothing to allocate.

7. 7
   Step 7:

   When several Resources divide the work, allocate booking by booking: choose the Resource for that booking group and select Allocate whole booking. Later you can Move whole booking to another Resource or Remove allocation. Bookings that nobody covers yet are listed under Unallocated.

Replace a Resource in one step

8. 8
   Step 8:

   On the card of the Resource you are replacing, open Replace this Resource.

9. 9
   Step 9:

   Choose a replacement marked Fits, enter the Reason for the replacement and select Replace. The booking groups allocated to the old Resource move to the new one in the same operation. If the replacement is refused, nothing changes.

What you should see

Every requirement reads nothing still needed, each card shows Coverage complete, and the departure's Overview no longer lists a staffing blocker.

If something looks wrong

If you see "This resource does not have enough capacity for the whole booking", the booking group is larger than that Resource can carry. Choose a Resource with enough capacity. Correct the capacity recorded in Manage Resources only if that number is wrong; never raise it just to make a booking fit, because the booking is never split and the seats have to exist. Allocation changes are unavailable after the departure has been sent.