Resources
Use resources in events
Reserve a facilitator, a room and equipment for an event, so the same person, space or kit can't be booked for 1:1 sessions at that time.
Events can reserve resources too: one staff member to lead it, one room to hold it, and any add-ons it needs. They're reserved for the whole event, so 1:1 sessions can't book that person, room or equipment while the event runs. You'll end up with your workshop and your private sessions sharing one calendar without clashes.
When to use this
- Your studio runs group classes and private sessions in the same rooms.
- A practitioner leads a workshop and shouldn't get 1:1 bookings during it.
- A class needs equipment from the same pool your sessions use, like mats or bolsters.
Set it up
Open the event
Go to Offerings → Events and open the event. Stay on the Overview tab.
Add a staff member
In the Event Overview card, use the Staff row: click + (or … → Manage Staff) and pick one person. An event has one staff member; picking another one replaces them (the card reads Replace).
Add a room (in-person events)
In the Room row, pick one room the same way. The Room and Add-ons rows only appear for in-person events.
Add equipment (in-person events)
In the Add-ons row, add each add-on the event needs. Choose Per attendee if everyone needs one (a mat each), or switch it off if one serves the whole room (a speaker).
Everything you add to an event is required and assigned by Soul: there's no client choice and no optional add-on. The Add-ons row shows "Allocating … items to this event" when more than one unit is reserved.
How many add-on units are reserved
| Add-on setting | Units reserved |
|---|---|
| Per attendee | One per seat: the event's Attendance Limit, or the total of its ticket capacities |
| Shared | One for the whole event |
| Unlimited event | Always shared (one), since there's no seat count |
If an add-on's Capacity is smaller than the number of seats, you'll see "Resource capacity too low" before it's added, with three choices: Go to Resource and Increase Capacity, Assign as Lane (Shared by All Attendees), or Cancel.
How events and sessions share resources
- Reserved for the whole event. From start to end, the staff member and room are busy, and the reserved add-on units are in use.
- Sessions work around it. 1:1 sessions don't offer times that need that person or room during the event.
- Events check capacity, not hours. When you add a resource to an event, Soul checks it isn't already fully booked then. It doesn't check the staff member's weekly hours or Google Calendar.
- They show as Reserved. On the resource's Allocations tab, event reservations appear as Reserved.
If something is already taken, saving fails with "Cannot assign resource. It may already be allocated to another event or session, may not have enough capacity, or the configuration change may not be allowed." Pick another resource, or move the clashing booking.
Good to know
- One person and one room per event. The Staff and Room rows each hold one resource.
- Online events use staff only. Room and Add-ons are hidden for online events.
- Deleting or switching off a resource an event uses can stop the event's resources from saving later. Replace it on the event first.