Resourcing is where you plan who works on what, and when– and see who's available. The Calendar is where you plan the production; build your resource list, place bookings, manage sessions on a shared calendar, and communicate with resources via the Booking Portal.

The Calendar UI can be separated into three components: the display & filtering components (top and side bar), and the calendar itself in the center panel.

In the following sections, we will review each as a separate UI Map. In the tables below each map, you can use the 'learn more' links to move to areas of this article that cover these features in more detail.

The top section of the UI controls aspects of how the calendar appears, as well as which users appear in the resource list.

Within the Display Settings, you can optionally set grouping options to create resource lists. Structure the resource list into up to two levels– for example, by employment type, then by skill. Group by agency, job title, user type, or custom properties, and set a custom sort order within each group.

The collapsible left-hand menu contains convenient options to control the type of information displayed on your calendar– from quick date selection to filtering what specific types of entries appear.

Below the mini date-picker on the left side of the Resourcing Calendar, there are a number of additional filters split into distinct groups. Toggling these filters allows you to hide or show entries related to specific statuses.

The Resource Calendar section of the UI is the central component where the bulk of your work will be done. It includes the Calendar itself, Session Lanes that show you information about your Planning Sessions, your Resource List for interacting with users, and the Quick Action Island for quick selection and entry creation.

Planned sessions sit in the Session Lane above the resource rows, which can be either expanded or collapsed from view on the main calendar .

You can create a new session without leaving Resourcing by selecting a date in the Session Lane. You can also select a starting date slot and drag through multiple dates to create a session that extends over a duration of dates.

Or just hit 'Add Session' via the action button on the top right of the screen.

Move a session to a new day by dragging it along the header. Assigned resource rows update live as you drag– and you can select an existing session to view it in full. Sessions can also be dragged on a vertical axis into other Swim Lanes.

Nestled inside the Session Lane Settings are the Session Swimlanes options.

Group the session lane by things like production type, location, set, producer, or session property– and collapse the lanes you're not working on to cut visual noise.

Calendar entries can be related to two different groupings (Availability & Booking), and have deeper options available depending on the selected type and their setup.

You can create a new calendar entry by selecting a block at the intersection of the date column and resource user row associated with your selection.

You can also select a starting date slot and drag through multiple dates to create an entry that extends over a duration of dates– this is very helpful when requesting availability for a length of time, like a specific week.

In addition to single entries, you can create bulk entries across a number of resources automatically by using the 'Create New' option on the Quick Action bar.

Alternatively, instead of using the Quick Action bar, you can use the calendar directly.

If using the bulk entry method to request availability or request confirmation for booking, each resource will receive an individual email.

By selecting any existing entry, you will have the ability to make changes as needed. When the changes don't affect a resource (like changing a detail the user wasn't previously notified of), you can hit 'Save' to save the changes.

When changes are made that require the user's input, like changing an entry from no confirmation to requiring confirmation, the button will change to Save and Notify.

When you want to remove an entry made in error or no longer applicable, you can likewise choose to delete it from the resourcing calendar entirely.

Depending on the type of entry, you will receive an additional option to inform the resource about the deletion. If you choose not to inform them, no follow-up email will be sent– the entry will simply not show up on the portal calendar when they attempt to review it.

Any entry you create that has 'Request Confirmation' toggled on will immediately send an email notification to the associated user.

These emails will allow the notified user to view parts of the calendar they are associated with, review the details of the associated sessions, and submit their responses to your requests.

The email address used to contact a resource can be sourced from one of three places: via their assigned agency, their Talent & Crew assigned email, or a custom email added at the time of creating the entry.

After selecting the request toggle, you will be shown an optional text field inside the submission menu. Use this to communicate context or other details about your request, and it will be included with the submission.

The included text will be displayed along with the request in the email notification.

To learn more about what the booking portal looks like for your external resources, see our dedicated article at the link below.