Create and maintain a Resource's contact details

A Resource is a person, a vehicle or an asset that a departure can be assigned: a guide, an escort, a driver, a vehicle, or a type you create yourself. Each Resource carries one email address and one phone number, saved once in Manage Resources. That email address is where the daily packet is sent. There is no second place to enter contact details on a departure.

Before you start

• You have permission to manage Resources in this workspace.
• You have the person's or supplier's email address and phone number to hand. Both are required.

Add a Resource

1. 1
   Step 1:

   Open Resources → Manage Resources.

2. 2
   Step 2:

   Select Add Resource.

3. 3
   Step 3:

   Enter the Name as you want it to appear on departures and in messages.

4. 4
   Step 4:

   Enter the Email address and Phone number. The Resource cannot be created without both.

5. 5
   Step 5:

   Under What this resource can do, tick each capability, for example Guide or Vehicle. If a ticked capability is counted per resource, How many it takes becomes required; for a vehicle this is its seat capacity.

6. 6
   Step 6:

   Add Skills (separated by commas), Languages and Places it covers. Matching uses these when it decides who fits a departure.

7. 7
   Step 7:

   Leave Active on, then select Create.

Edit a saved contact

1. 1
   Step 1:

   In Your roster, find the Resource. Use the type filters if the list is long.

2. 2
   Step 2:

   Select Edit.

3. 3
   Step 3:

   The contact fields show the saved values partly hidden. Leave blank to keep the saved contact, or type the new address or number in full.

4. 4
   Step 4:

   Select Save.

A Resource set to inactive stays on the roster but cannot be given a new departure. If it is already on a departure, release it there first.

What you should see

The Resource appears in Your roster as Active. On any departure it is confirmed for, the Activity view shows Contact set next to its name, and the preview of its daily packet is addressed to the saved email automatically.

If something looks wrong

If Activity shows No contact yet next to a person, or the packet preview refuses with "This person has no email address yet", the Resource is missing its email address or phone number. Open Manage Resources, select Edit on that Resource, add what is missing and return to the departure. Resources created before contact details became mandatory may need this once.

A refused assignment on a departure is a different signal and can have other causes, for example a Resource that does not fit the requirement or does not have enough capacity for the booking. See the assignment article (Assign resources and understand booking-group coverage) for those.