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Calendar resources and teams allow you to define who and what can be booked in your calendar system. Resources are users, locations, or other entities with calendars, while teams and tags help organize and group resources for efficient booking management.

What are calendar resources

A resource is a user, location, or other entity that has a calendar. A resource can be booked for a service only when the resource is available. Resources form the foundation of the Hubhus booking system.

Common resource types:

• Users (employees, technicians, consultants)
• Locations (meeting rooms, offices, facilities)
• Equipment (vehicles, tools, devices)
• Services (specific service offerings)

Accessing calendar settings

Go to Calendar → Settings → Resources to manage user resources, or Calendar → Settings → Teams and tags to organize resources into groups.

User resources overview

The User resources section displays all calendar-enabled users with their configuration:

• Name: User name and ID
• Active: Whether the resource is currently active
• Tags: Resource tags for categorization
• Team: Team membership
• Available hours: Working hours configuration
• Total working hours: Total hours per week/period
• Base address: Starting location for route calculations
• Postal codes: Geographic service area
• Outlook calendar: External calendar sync status

Creating a new user resource

Click New user resource to create a calendar resource. Configure:

Basic information:

• Link to an existing user account or create standalone resource
• Activation status

Availability:

• Available hours (e.g., Mon-Thu 09:00-17:00, Fri 09:00-15:00)
• Add multiple time blocks with the + button
• Remove time blocks with the × button

Location settings:

• Base address: Starting point for the day
• Operable postal codes: Service area definition

Calendar integration:

• Outlook calendar sync configuration
• Google calendar sync (if configured)

Managing available hours

Each resource can have custom available hours. Configure:

Multiple time blocks per day:

• Morning and afternoon shifts
• Split schedules
• Lunch breaks (by creating separate time blocks)

Day-specific hours:

• Different hours for different weekdays
• Weekend availability
• Custom schedules per resource

Total working hours calculation: The system automatically calculates total working hours per week based on configured available hours.

Resource tags

Tags are used to group resources into types or abilities. Examples: "Salesmen", "Executives", "Cars", "Rooms", etc.

Creating resource tags: Go to Calendar → Settings → Teams and tags, then click New resource tag.

Why use tags:

• Filter resources in booking forms
• Group resources by capability or type
• Enable resource selection in automation
• Organize resources logically

Tag characteristics:

• Multiple tags per resource
• Used in booking form filtering
• Referenced in automation rules
• Help customers find appropriate resources

Resource teams

Teams are groups of resources bookable for the same events. For example:

• Person 1 and Person 2 always drive together as a team
• Person 3 always has Car 1

Creating resource teams: Go to Calendar → Settings → Teams and tags, then click New team.

Team configuration:

• Team name
• Team members (select multiple resources)
• Booking behavior (all members booked together)

When to use teams:

• Fixed resource combinations
• Multi-person services
• Equipment-operator pairs
• Coordinated scheduling requirements

Team booking behavior: When a team is booked:

• All team members are booked simultaneously
• Availability check includes all team members
• Calendar events created for each member
• Team treated as single bookable unit

Resource teams vs resource tags

Understanding the difference:

Resource teams:

• Fixed groups that book together
• All members must be available
• Booked as a unit
• Example: Installation Team A (2 technicians + van)

Resource tags:

• Flexible categorization
• Used for filtering and selection
• Don't imply booking relationships
• Example: Tag "Electrician" on multiple separate users

Base address and postal codes

Base address: The starting and ending location for a resource. Used for:

• Route optimization
• Driving time calculations
• First and last appointment logistics

Operable postal codes: Define the geographic service area for each resource. Options:

• All: Resource can work anywhere
• Specific postal codes: Limit to defined areas (e.g., DK-1*, 2*, 30*, 2000-2400, 2500)
• Separate multiple codes/ranges with commas

This ensures resources are only assigned to bookings within their service area.

Resource activation and deactivation

Active resources:

• Visible in booking forms
• Available for scheduling
• Included in availability calculations
• Shown in calendar views

Inactive resources:

• Hidden from booking forms
• Cannot be booked for new appointments
• Existing bookings remain
• Useful for temporarily unavailable resources or archived employees

Toggle the Active checkbox to change resource status.

External calendar synchronization

Resources can sync with external calendars:

Outlook calendars:

• Two-way synchronization
• Blocks time in Hubhus when Outlook events exist
• Shows Hubhus bookings in Outlook
• Prevents double-booking

Google calendars:

• Similar two-way sync functionality
• Integration with Google Workspace

CalDAV calendars:

• Standard calendar protocol support
• Custom calendar system integration

Configure external calendar sync in the respective menu items (Outlook calendars, Google calendars, CalDAV calendars).

Resource management best practices

Naming conventions:

• Use clear, consistent resource names
• Include relevant identifiers (employee ID, equipment number)
• Make names searchable and recognizable

Availability configuration:

• Keep available hours updated
• Reflect actual working schedules
• Account for regular breaks and meetings
• Update for seasonal changes

Tag organization:

• Create tags for key capabilities
• Use tags consistently across resources
• Don't over-tag (keep it simple)
• Document tag meanings for team reference

Team structure:

• Only create teams for fixed combinations
• Review team compositions regularly
• Update when personnel changes occur

Geographic settings:

• Define realistic service areas
• Update postal codes when expanding/contracting service
• Consider travel time in service area definition

Summary

Calendar resources and teams form the foundation of Hubhus booking and scheduling. Create user resources with configured availability, base addresses, and service areas, organize resources with tags for categorization and filtering, group fixed resource combinations into teams for coordinated booking, and integrate external calendars for comprehensive availability management. Proper resource configuration ensures accurate availability, prevents double-booking, and enables efficient scheduling across your organization.

? Common searches

booking setup • calendar setup • appointment scheduling • booking configuration

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Calendar optimization: Gaps
Event types and availability
How do I set business hours and holidays?
Using Route Optimization to Reorder Calendar Events
How to add a button that pre-fills a meeting location in the booking form