Resource Diary View
The resource diary shows your calendar as a resource-based timeline. It helps you see which resources are allocated to events, spot overlaps, and open event details without leaving the diary.
Getting There
- Click Diary in the main navigation.
- Stay on the Events tab.
- Choose Resources or Resources (Month) from the view options.
Note: Resource views only work when resources are set up in your account. Depending on your access, you may only see resources and events for your own team.
Overview
The resource diary uses the same diary page as the standard calendar, but displays events against individual resources.
You can use it to:
- view events grouped by resource
- check which dates already have allocations
- open quick event details
- filter by status, team, user, resource, event, venue, and secondary status
- jump into the full event record when you need more detail
The main screen usually includes:
| Area | What it does |
|---|---|
| Resource rows | Show each resource on its own line |
| Timeline grid | Shows when each resource is allocated |
| Event blocks | Show the dates or times an event is using that resource |
| Filter bar | Lets you narrow the timeline to the resources and events you need |
| View controls | Switch between the detailed Resources view and the broader Resources (Month) view |
Key Concepts
Resource Rows
Each row represents a resource. If an event does not have a linked resource, it may appear under Unassigned.
Depending on your setup, resources may be grouped by type or shown in a parent-and-child structure.
Timeline Views
Use Resources for a more detailed timeline and Resources (Month) when you want a longer-range view.
| View | Best for |
|---|---|
| Resources | Day-to-day planning and checking detailed allocations |
| Resources (Month) | Reviewing overall availability and bookings across a longer period |
Shared Filters
The resource diary uses the same filters as the main event diary, so you can narrow the timeline before reviewing allocations.
How To Use the Resource Diary
Switch to a resource timeline
- Open Diary.
- Make sure Events is selected.
- Click Resources or Resources (Month).
Filter by resource
- Open the Resources filter.
- Select one or more resources.
- Apply the filter.
The diary refreshes to show only matching entries.
You can combine the resource filter with other filters such as:
- Status to see only confirmed or active events
- Team to focus on one team
- User to review events assigned to a specific person
- Venue to limit results to a specific location
Check resource availability
- Switch to a resource-based view.
- Find the resource row you want to review.
- Scan across the dates to see existing event allocations.
If no entries appear in that period, there are no matching diary items currently shown for that resource.
Open event details
- Click an event block.
- Review the event summary in the pop-up.
- Click View event if you want to open the full record.
The pop-up is useful for quick checks when you only need to confirm dates, status, or the linked event before moving on.
Create an event from the resource diary
If your role allows you to create events, you can create one directly from the timeline:
- Drag across the date or time range you want.
- If needed, drag on a specific resource row.
- Complete the event form.
- Click Save.
The selected dates are pre-filled, and the chosen resource is usually carried into the event form.
Settings & Configuration
If a resource is missing from the diary, check whether:
- the resource is configured to appear on the diary
- resource features are enabled in your account
- your filters are hiding it
- your role is limited to certain teams
You can also use the diary's sharing tools if you need a link to the currently filtered view. For more detail, see the calendar sharing article.
For broader resource setup and maintenance, see Managing Resources.
Tips & Best Practices
Tip: Use the weekly Resources view for day-to-day scheduling and Resources (Month) for a broader planning view.
Tip: If you start in the standard month view, opening a day can help you move into a more detailed resource timeline.
Tip: If an event appears under Unassigned, check whether a resource has been linked to it.
Frequently Asked Questions
Q: Why can't I see a resource in the resource diary?The resource may not be set to show on the diary, your filters may be hiding it, or your role may not have access to that team.
Q: Why do some events appear under Unassigned?Those events do not currently have a linked resource for the diary view.
Q: Can I use normal diary filters in the resource diary?Yes. The resource diary uses the same diary filters and then displays the matching events on resource rows.
Q: Can I share a resource diary view?You can use the diary sharing tools from the same page. What other people see depends on the sharing options you choose.