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Overview

Resources in Flashquotes represent your physical business assets - from core service equipment to transportation vehicles. Tracking resources helps you monitor availability and assign the right equipment to events.

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Resource Categories

Resources are organized into three categories:
Primary equipment used to deliver your services:
  • Coffee carts
  • Mobile bars
  • Service trailers
  • Primary service equipment
Core resources are used for availability tracking on booking forms and the Service Asset Utilization report.
Vehicles used for event logistics:
  • Vans
  • Trucks
  • Trailers
  • Delivery vehicles
Additional equipment and assets:
  • Supplementary equipment
  • Backup items
  • Miscellaneous assets

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Managing Resources

To add a new resource:
  1. Go to Resources in the sidebar
  2. Click Add Resource
  3. Enter the resource details:
    • Name - A unique identifier (e.g., “Cart One”, “White Van”)
    • Category - Core Service Asset, Transport, or Other
    • Location - Which business location this resource belongs to
    • Status - Available or Unavailable
    • Description - Optional details about the resource (up to 300 characters)
Consider using memorable, themed names for resources to make them easy to identify.
Upload a photo for each resource to:
  • Display the resource option in resource picker questions on booking forms
  • Help clients visually select their preferred service asset
  • Provide visual reference when assigning resources to events
Click on any resource in the list to edit its details, update its status, or change its location assignment.

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Availability Tracking

Resources are tracked for availability based on event assignments:
  • Available status: The resource can be assigned to new events
  • Unavailable status: The resource is out of service and won’t appear as an option for event assignment
  • Event conflicts: When assigning resources to events, the system shows which resources are already booked for that date
Core service assets are used to calculate availability shown on booking forms. If you need accurate availability tracking, make sure to add your core resources.

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Service-Specific Resources

If certain resources should only be assigned to specific services, you can restrict them from the service detail page. Navigate to Services, click on a service, and use the Available Resources section to select which resources can fulfill that service. Leaving the list empty means all resources remain eligible. How restrictions affect availability:
  • Lead intake form date picker — shows availability based only on eligible resources for the selected services
  • Quote presentation and booking form availability badges — reflect whether enough eligible resources are free
  • Multi-day events — the date picker checks that eligible resources are available for every consecutive day, not just the start date
  • Multiple services — when a quote includes multiple restricted services, only resources eligible for all services count
If you restrict a service to specific resources, make sure to keep the list up to date as you add new equipment. New resources are not automatically included in existing restrictions.
Configure service restrictions →

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Assigning Resources to Events

Resources can be assigned to events from the event detail page. When selecting resources:
  • Only resources marked as “Available” are shown
  • Resources already booked on that date are hidden to prevent double-booking
  • Resources are filtered by the event’s location
Assign resources to every event to keep your availability accurate and avoid overbooking.

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Utilization Reporting

Monitor your core service asset utilization on the Reports page:
  • View daily utilization across a date range
  • See booked vs quoted capacity
  • Identify your busiest days
  • Track average daily utilization

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Best Practices

  1. Add all core service assets to enable accurate availability tracking
  2. Keep status current - mark resources as unavailable when they’re out of service
  3. Upload photos to help with quick identification
  4. Assign resources to events to maintain accurate utilization data
  5. Review the utilization report to understand capacity and plan for busy periods

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Next Steps

After setting up resources: