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Resource Data

Definition of Resource

In 25Live, the term resource refers to any equipment, service, personnel, supplies, or other item that could be assigned to a class or event. It includes items not permanently present in locations.

This could include:

  • Equipment, such as audio visual equipment, laboratory apparatus, or vehicles
  • Services, such as food service, IT support, maintenance, or physical plant/facilities
  • Personnel, such as AV techs, security officers, or custodians
  • Supplies, such as catered items, conference materials, or folding chairs

One or more resources can be assigned to all or selected occurrences of a class or event, and specific resources can be set up to be automatically decremented when assigned.

Resources are created and maintained in the 25Live Administration Utility and can be viewed and assigned to classes and events in 25Live.

Types of Resource Data You Can Store

You can store a variety of information about each resource:

  • Name (required)
  • Comments
  • Default setup instructions
  • Categories the resource belongs to
  • Attributes—any other resource data you want to track
  • Relationships—interdependencies with other resources; see Resource Relationships
  • Stock Totals for different time periods; see Resource Stock Totals

Resource Example

This is an example of a resource as it appears in 25Live Pro. The resource data was entered and the photograph selected in the 25Live Administration Utility when the resource was created.

Photographs must be in the image directory before you can select them for a resource. See Adding and Managing Images.

Resource Master Definitions

Some resource data comes from resource master definitions—comprehensive, relatively stable lists of resource attributes that are created and managed in the 25Live Administration Utility. You apply the appropriate items from these lists to each resource.

This resource master definition...Is a list of...
Resource CategoriesWays you want to group resources
Resource Custom AttributesAdditional resource data you want to track

Resource Master Definition Example

This is an example of the Resource Categories master definition. 

Resource Relationships

Resource relationships define the interdependencies that exist among resources on your campus. They let you define which resources must always be scheduled together and which resources can be substituted for other resources.

You can define any of the following relationships for a resource:

  • Also Assign – Other resources that are also automatically assigned to an event when this resource is assigned.
  • Substitute With – Other resources that can be substituted for the requested resource.

Resource Stock Totals

You can set one or more stock totals for each resource. Each stock total specifies the total inventory of the resource for a particular time period. For example, if your school has five vans in 2020, but plans to purchase two more vans by January 15, 2021 you might have the following stock totals:

DateEnd DateStock Total

Resources you’ve assigned stock totals to are automatically decremented when assigned to events. For example, if a scheduler assigns one van to an event occurring from 10:00 am to 3:00 pm on October 21, 2020, that assignment reduces the number of vans available on that day and time period to four. The stock total remains unchanged, but the available inventory is decremented.

You don’t have to assign stock totals to resources. If you don’t, the resource is not automatically decremented when assigned. For example, if you want to track the use of a resource that your school rents rather than owns, such as portable toilets, you might create a resource for it, but not enter a stock total. You might also decide you don’t want to decrement a resource for other reasons; for example, you want schedulers to be able to request a certain number of muffins for an event, but it may not make sense to have a muffin “inventory” decremented by that number when assigned.

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Documentation For Administrators

25Live Pro Admin Utility Help