Managing Resources
Resources in EventWorks represent the equipment, venues, staff, or any other items you allocate to events. You maintain a central resource catalogue, and then allocate specific resources to cost line items on your events and quotes.
Getting There
- Resource catalogue — Click Resources in the main sidebar navigation
- Event resources — Open an event and click the Resources tab (available after the event is contracted)
- Cost allocations — When editing a cost line item, you can allocate resources to it
The Resource Catalogue
The resource catalogue is your central inventory of everything you can allocate to events.
Resource Fields
| Field | Description |
|---|---|
| Name | The resource name |
| Description | A detailed description |
| Quantity | Stock quantity (how many you have available) |
| Unit Cost | Default (base) cost per unit |
| Unit Price | Default (base) price per unit |
| Unit Weight | Weight per unit (for logistics) |
| SKU | Stock keeping unit identifier |
| Type | Resource type category (hierarchical) |
| Supplier | The default supplier for this resource |
| Image | A product image |
| Team | Optional team restriction |
Resource Types
Resources are organised into types (e.g., "Lighting", "Sound", "Furniture", "Staffing"). Types are hierarchical — you can have parent types with sub-types for detailed categorisation.
Resource Variants
A resource can have variants for different options (e.g., sizes, colours, configurations). Each variant has its own name, SKU, and optionally its own unit cost.
Creating a Resource
- Click Resources in the sidebar.
- Click Create Resource.
- Fill in the details: name, description, quantities, pricing, type, supplier.
- Add any variants.
- Upload an image if applicable.
- Click Save.
Archiving Resources
Resources you no longer offer can be archived rather than deleted. Archived resources don't appear in allocation dropdowns but remain on historical records. Click Archive on a resource to archive it.
Allocating Resources to Costs
Resources are linked to events through cost line items. When editing a cost:
- Open the cost line item.
- In the resource allocation section, select a resource.
- Set the quantity, and optionally override the unit cost and unit price.
- Select specific variants if applicable.
- Save the cost.
Allocation Details
Each allocation records:
- Resource — Which resource is allocated
- Quantity — How many units are allocated
- Unit Cost / Unit Price — Can override the resource's defaults
- Variants — Which variants are selected
- Notes — Allocation-specific notes
Scheduled Pricing
Resources can have scheduled price tiers with future effective dates. When a resource is allocated to an event, the system automatically uses the price in effect on the event's start date. See Scheduled Resource Pricing for details.
Auto-Pricing from Resources
If your administrator has enabled "Overwrite costs from resources" in settings, the cost's unit cost and unit price are automatically calculated from the sum of its resource allocations. This ensures your cost pricing stays in sync with your resource catalogue.
Auto-Linking to Events
If "Attach resources to event from costs" is enabled, resources allocated on costs are automatically linked to the event itself. They'll appear as tags/badges on the event record.
The Resources Tab on Events
The Resources tab on a contracted event shows all resource allocations across all costs, giving you a consolidated view of everything allocated to the event.
Importing Resources
You can bulk-import resources from a spreadsheet file. Go to the Resources page and use the Import feature. You can also schedule future prices via import by including a Price effective from column — see Importing Data and Scheduled Resource Pricing for details.
Exporting Resources
Click Export on the Resources page to download your resource catalogue as a CSV file. You can filter by supplier before exporting.
Tips & Best Practices
Tip: Keep your resource catalogue up to date with current pricing. When you allocate resources to costs, the latest prices are used — saving you from manually entering them each time.
Tip: Use resource types to organise your catalogue. A well-structured type hierarchy makes it quick to find resources when building quotes and costs.
Tip: Variants are ideal for resources that come in different configurations. Rather than creating separate resources for each size of table or colour of linen, use variants.
Frequently Asked Questions
Q: What's the difference between resources on an event and resource allocations on costs?Resources on an event (the tags/badges on the event record) are a high-level indicator of what's involved. Resource allocations on costs are the detailed, line-item-level assignments with specific quantities and pricing.
Q: Can I see which events a resource is allocated to?The resource diary and calendar features can show resource utilisation across events. See the Calendar section for more information.
Q: Can I delete a resource that's been allocated to events?When deleting a resource, you can specify a replacement resource to update all existing references. This ensures historical records remain intact.