Understanding resources and availability
Resources are at the core of how Hubhus calculates availability and manages bookings. A resource represents anything that can be scheduled — a person, a vehicle, a team, or a physical asset.
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Resources are at the core of how Hubhus calculates availability and manages bookings. A resource represents anything that can be scheduled — a person, a vehicle, a team, or a physical asset. This article explains how resources work, how they differ from users, and how availability is determined in a simplified Getting Started overview.
What are resources?
Table of Contents
A resource is an entity that can be booked in the calendar.
Typical examples include:
A technician or consultant
A team assigned to a geographical area
A vehicle or piece of equipment
A meeting room or physical location
Every resource has its own:
Calendar
Availability
Working hours
Travel rules (if enabled)
External calendar sync configuration
Resources are responsible for performing the booking — not the campaign, not the lead.
Resource vs. user
It’s important to understand the difference:
User
A user is a person who logs into Hubhus.
Users control:
Access permissions
Editing options
Internal work
Resource
A resource is what the booking form uses to determine availability.
A user can also be a resource, but they don’t have to be.
Examples:
“Peter Hansen” is a user and a resource
“Team North” is a resource but not a user
“Measurement Van 3” is a resource but not a user
“Admin Support” is a user but not a resource
Bookings always attach to resources, not users.
Availability rules
Availability is determined by combining multiple conditions:
1. Busy vs. free events
Busy events block availability
Free events do not block availability
If an external calendar is connected, external busy events also block time.
2. Business hours
Bookings must fall within business hours unless the form overrides them.
3. Special dates
Special dates override business hours — useful for holidays or shortened workdays.
4. Travel / driving rules
If enabled, Hubhus checks:
Travel time before the first booking
Travel time between bookings
Travel time after the last booking
Distance to the customer
Whether gaps are too small for the booking duration
Driving rules are often the reason availability appears more limited than expected.
5. Booking duration & buffers
The service duration must fit cleanly between other events, including any required:
Pre-buffer
Post-buffer
6. External sync
Busy events from Google/Outlook/CalDAV calendars block time if the resource is syncing.
Resource tags and filtering
Resources can be organized using tags.
Tags allow you to group resources by characteristics such as:
Region
Skill
Vehicle type
Team
Specializations
Tags can be used to:
Filter which resources a booking form should include
Route bookings based on customer selections
Limit availability to a region or service type
Example:
A “Roofing Inspection” booking form may only show availability from resources tagged with roofing.
Multi-resource bookings
Some booking flows require multiple resources at the same time.
Examples:
A technician + a vehicle
A two-person team
Two specific roles (e.g., inspector + assistant)
Hubhus can check availability across multiple required resources and will only show times where all required resources are available simultaneously.
Multi-resource availability respects:
Business hours per resource
External calendar conflicts
Buffers and duration
Travel rules for each involved resource
About tags (Resource tags & User tags)
Tags in Hubhus are used to organize how resources and users behave across booking, availability, and internal workflow logic.
Resource tags
Resource tags are applied to resources (technicians, teams, vehicles, rooms, etc.) and determine:
which resources a booking form is allowed to use
which resources appear in availability
which resources can be matched to specific service types, regions, or skills
how multi-resource bookings are constrained
Booking forms often rely on resource tags to ensure that only relevant resources are considered when calculating times.
User tags
User tags are applied to users (internal staff) and are used for:
grouping users
access control
visibility rules
internal routing
User tags do not affect availability directly.
Linking user tags to resource tags
Hubhus allows you to link user tags to resource tags.
This controls which users are eligible to be assigned when a booking form requires a resource with a specific tag.
Important points:
A single resource tag can be linked to multiple user tags
Users inherit assignment eligibility through their user tag
This creates a clean permission model for who can be scheduled for which type of work
Example:
If a booking form requires the resource tag Inspection Technician, only users with user tags linked to this tag can be assigned.
Learning outcome
After reading this, you should understand:
What resources are and how they’re used in bookings
The difference between a user and a resource
How availability is calculated across calendars
How tags help organize and filter resources
How multi-resource bookings work in Hubhus
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