Setting Up a New Resources Account

Welcome to Resources! This article will help you get up and running and provide you with a few links to learn more. This is the best place to start!

Once you're subscribed, you're ready to get started setting up the application. 

Here's an overview video for you to see how to set up and use our main features:

Resources can be used on the latest version of any browser, such as Safari, Chrome, Firefox, and Internet Explorer and has an app available on iOS.

Planning Center Resources is designed to help you and your church manage your facilities by streamlining room and resources requests, keeping track of when and how your facilities are being used, which prevents conflicts and double-bookings. Resources is for the Facilities Manager, Maintenance Crew, Department Heads, and Church Staff but not the general congregation. Events can only be created, and rooms or resources can only be requested, by someone with permissions in Resources.

Once an event is created and approved, it will look like this:

Let's show you how to do that!

1. Add Approval Groups

Approval Groups are groups of people who approve rooms and resources for events. Approval Groups can have multiple people in them or only one person, and they can be attached to multiple rooms or resources or just one. One piece of the sample data we add is a Facilities Approval Group. We add you to that approval group, so you can see how it works.

On the People tab, the left sidebar lists the Approval Groups and their members, and the main part of the page lists the people you allow to create, edit, or delete information in the account, depending on their permissions.

  1. Add people who manage facilities and events in your church by selecting New Person. You'll be able to set their permissions when you add them. The events coordinator, custodial staff, and security manager are great examples of people who need access.
  2. Once you've added people, edit the Sample group to add people to that Approval Group or create a New Approval Group.
  3. Approval Group members will receive an email notification to approve or reject resources and see this icon when a room or resource is requested. Since you're part of the Sample Approval Group, and a room or resource has been approved, you'll see this notification.
2. Add Rooms and Resources

Rooms and resources are physical items located at your church such as Sanctuary and Folding Chairs. Both rooms and resources have optional questions that may be added to further evaluate the reservation request. Ask if they need A/V help, a recording of the event, or food prep help.

Rooms

Rooms are places on your campus where people can host events. Create all of your rooms, so events can be created more easily, adding all the necessary reservations to the event.

  1. View reserved dates at a quick glance on the Room Calendar. This Calendar section changes data when you change places in the app, so it always applies to what's on your main screen.
  2. Check out Reservation Blocks by choosing a date on the calendar. Hover over the block to see what's reserved.
  3. Create Shared Room Setups for rooms that can have the same setups, which is convenient for classrooms that are the same size.
  4. To create a new room or new folder to hold rooms, choose the option!

Use a folder when you have multiple buildings or sections on your church campus.

Once you select a room to edit or choose New Room, you'll be taken to the Room settings:

  1. Change the name or choose the folder by selecting the text.
  2. Add as many room setups as needed--then add more later as events require different setups.
  3. Add the approval group who will approve this room, if necessary.
  4. Ask any necessary questions for the room to be presented in the best way. These upfront questions help keep questions off you when the event happens.

To delete the room, select the trash can. All information related to this room will be deleted.

Resources

Resources are items people use for events. Create all your resources, so events can be created more easily, adding all the necessary reservations to the event.

Resources always contain a quantity, which allows for people to reserve some of a particular resource: one person may reserve 100 folding chairs for one event, leaving 100 chairs left over for anyone else that needs them. Planning Center Resources keeps track of these crucial numbers for you.

  1. View reserved dates at a quick glance on the Resource Calendar. This Calendar section changes data when you change places in the app, so it always applies to what's on your main screen.
  2. Check out Reservation Blocks by choosing a date on the calendar. Hover over the block to see what's reserved.
  3. To create a new resource or new folder to hold resources, choose the option!

Folders can be created based on the type of resource.

Once you select a resource to edit or choose New Resource, you'll be taken to the Resource settings:

Adding a Resource
  1. Change the name or choose the folder, home location, or quantity by selecting the text. The Home Location doesn't have to be an Room--it can be anything you type in that field.
  2. If the resource will need to be replaced, add an expiration date and serial number to keep track of it.
  3. Add the approval group who will approve this resource, if necessary.
  4. Ask any necessary questions to keep your resource in good condition. These upfront questions help keep questions off you when the event happens.

To delete the resource, select the trash can. All information related to this resource will be deleted.

3. Create Your First Event

Now that you have your approval groups assigned, and all your rooms and resources created, you're ready to create your first event!

  1. View reserved dates at a quick glance on the Organization Calendar. This Calendar section changes data when you change places in the app, so it always applies to what's on your main screen.
  2. Check out Reservation Blocks by choosing a date on the calendar. Hover over the block to see what's reserved.
  3. To create a new event or new folder to hold events, choose the option!

Folders house events, so create them based on departments or types of events.

Once you select an event to edit or choose New Event, add details about the event then choose the rooms and resources:

Add Details

Choose New Event to add a brand new event then fill out details about the event.

  1. Name the event then choose the folder it belongs, if any, as well as the Event Owner.
  2. Choose a date on the calendar to then specify times. The preview will show how the event will read based on your choices. If the preview isn't what you're intending, choose Clear and re-pick dates and times.
  3. If the event repeats, decide how often with the dropdowns.
  4. Add a description for the approval groups to understand when approving the event.

Select Create to then choose rooms and resources you need.

Request Rooms or Resources

Create a Reservation Block by dragging rooms and resources you'll need into the main part of the screen then choose the name in the arrow to go to the event settings.

Once you've added details and requested rooms and/or resources, wait for approval. While waiting, review your event and add any comments or documents.

  1. Approval requests are sent 30 minutes after the event is created, which gives you time to add more reservation blocks or edit any information. If your event is ready to be requested, select Send Approval Requests to send notifications before the 30 minute buffer.
  2. View any activity for this event and add any comments necessary.
  3. Upload documents anyone might need for this event.

As approval groups approve or reject requests, the Event Owner will receive emails, and all actiivity will be logged in the Event Activity box.

Once you've gone through those steps, you are ready to create more events to be approved and keep your church on track!

If you wanna dive in a little deeper, we have created a training video that will continually be updated. It's 45 minutes long and has chapters for you to jump around easily. It also links to all of our articles throughout the video.

 

Get Help & Support

If you need any help as you're getting set up, we are here to help you! The best way is by clicking the question mark in the upper right when you're logged in. When you click that, you'll see this helpful dialog box.

Help & Support Box
  1. Click browse our documentation to be taken directly to our online manual. You'll be able to see all of our help articles and open them from there.
  2. Type in what you're looking for. This will search our online manual and return articles on that topic.
  3. Send an email to our Support Team. For the most efficient support, be sure to include specifics about what you're working with. This might include the event, location, person you're working with, the station name you're checking people in on, or the type of printer you're working with. The more specifics you send our way, the better we can help!
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