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How do I create a Resource?

Learn how to create and configure a Resource in Optix

Sarah L. avatar
Written by Sarah L.
Updated this week

Resources in Optix represent all the bookable items within your organization — such as desks, meeting rooms, private offices, equipment, or even childcare slots. They allow you to manage availability, pricing, and bookings seamlessly across your space.

Adding and organizing your resources in Optix helps you:

  • Save time: Set up reusable templates for similar resources

  • Stay organized: Group similar items and apply shared settings

  • Simplify management: Manage pricing, visibility, and policies in one place

  • Improve the booking experience: Ensure users can only see and book what’s relevant to them
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How Resources work

Each resource in Optix includes:

  • Availability (when it can be booked)
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  • Booking rules (who can book, cancellation policies, repeat bookings)
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  • Pricing (hourly, daily, allowances, overages)
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  • Visibility (which users can see and book it)

Resources can also be:

  • Grouped together using Booking Groups
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  • Used for Assignments (longer-term bookings)
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  • Linked to external calendars (Google, Office 365, Exchange)

How to create a resource

  1. Go into the Resources > All resource page from the left-hand menu of your web dashboard
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  2. Click the Add resource in the top right of the 'Resources' screen
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  3. You can create a new resource from scratch, or use a template (aka existing) resource. By choosing from a template, your new resource will be populated with many of the same settings as the template. From here, you can make alterations for this specific resource.
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  4. Hit Save. Your resource will now appear in your Resources list. If you’d like to create additional identical resources, you can easily do so using the Duplicate option. Each duplicate will appear in the list following a numerical naming pattern (e.g., Resource, Resource 2, Resource 3, etc.).
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What's the general resource information

1. Fill in the general information, such as the name, location of the resource, type, and quantity.

2. Using resource types allows you to categorize your resources and apply specific parameters to this group. Learn more about resource types.
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3. Create a profile for your resource to give users more context and information. This includes writing a description, including any relevant photos, providing instructions on how to locate the resource in your organization, etc.

How to duplicate resources

If you have multiple resources with similar properties (e.g. 20 hot desks) you can use the duplicate feature to save yourself time during the setup process. From the Resources page in your web dashboard:
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  1. Go into Resources > All resources from the left-hand menu of your web dashboard
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  2. Click the more button (three vertical dots) next to the Resource you wish to duplicate, and click Duplicate
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  3. In the window that pops up on screen, specify how many duplicates you would like to create as well as your desired naming method and Resource name. You have the option to use automatic numbering, rename each individual Resource from this page, or use the same name (with no number iteration) for all the duplicates.
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  4. Once you’ve populated this page, hit Save. Your duplicates will appear in your resources list and follow the naming scheme you put in place.

How to configure the Booking Policy

In the ‘Booking policy’ section, specify whether only admins can book this resource on behalf of users, or if users will be able to book in the app. To customize settings such as cancelation policy and repeat booking ability, click ‘Configure’ to be taken to the Booking Policy panel. Learn more about booking policy details.

How to configure the Booking Group

Optionally, choose to assign your resource(s) to a booking group. Booking groups are a mechanism to group together desks that have the same/similar properties and display them as a single group on the user's booking screen instead of listing them out individually. Alternatively, you could select 'No booking group' if you wish for these resources to be listed individually.
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How to configure the Assignment

Choose whether to enable the ability for this resource to be used in an assignment. An assignment is a longer-term booking made for a user on behalf of an admin, with the ability to customize the pricing, billing cycle, and start/end dates.

How to configure the Pricing

Specify pricing for the resource. Optix will always first check to see if the user has allowances to use towards their bookings. Then the prices specified will come into effect for off-plan bookings and plan overages.

Note: If the total from the number of booked hours multiplied by the hourly booking price is MORE than the day rate, the day rate will be applied.


​How do I create conditional tax and prices for my resources?

You can customize the prices of your resources based on your user conditions (e.g., user type, primary location, active plan...etc.) to offer different prices for the same resource.

If you're also interested in customizing the availability of your resources based on user type, click here to learn more.

Where can I find the setting for conditional taxes on my resources?
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To find the conditional price and tax setting for your resources:

  1. Click on Resources

  2. Select All Resources

  3. Click on the Resource of your interest

  4. Under Pricing, click Advanced pricing & tax rates

  5. Under Custom tax rate, click Set a custom tax rate

Where can I find the conditional pricing setting for my resources?
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To find the conditional price setting for your resources:

  1. Click on Resources

  2. Select All Resources

  3. Click on the Resource of your interest

  4. Under Pricing, click Advanced pricing & tax rates

  5. Under Conditional pricing, click Set up conditional pricing

How do I set up conditional pricing for resources?
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To create conditional pricing you must first decide which condition a user must meet. For this example, we will consider the VIP user type:

  1. Click Add conditional price

  2. Add the name of the conditional price (i.e. VIP pricing) and the condition these VIP users must meet to qualify for this price.
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    Optionally, you can add additional conditions

  3. Set the price you'd like to offer to the VIP users

  4. Optionally, set a custom tax rate

  5. Click Save

Note: When you have multiple conditional prices, the first price that a user matches will override the default price. If you have multiple conditional prices and suspect a user could match more than one price, drag the prices further up to set their priority.

Note: When you have conditional prices, the price will be displayed as a range, from the lowest amount a user could qualify for to the highest.

How to configure the Parent/child resources

Optionally, if you have resources that you'd like to overlap availability (i.e. when Room A is booked, Room B is automatically booked and vice versa), you can add resources under the 'Block other resources' field. Click here to learn more about the parent/child resource option.

What are parent/child resources?

Parent/child resources are resources that have overlapping availability, where if one (parent) resource is booked, then it blocks the other (child) resource's availability and vice versa.

For instance, if a space has multiple meeting rooms and an event room, you may want to block other Users from using the meeting room if the event room is booked for the day.

How do I create parent/child resources?

  1. Click on Resources

  2. Select All Resources

  3. Click on the resource of your interest, scroll down to 'Block other resources', and select resources that you'd like to link.

When an admin or a User creates a booking for a parent/child resource, Optix will automatically create a block on the Schedule to indicate that the linked resource is unavailable.


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How to configure the Amenities

Under the ‘Amenities' section, specify any included room features/amenities. This information will cede into the resource profile that users can reference when making a booking.
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You can also opt to create your own amenity to add to your resource by clicking ‘+ MORE' at the bottom of the list. This amenity will save, and you can use it again when creating new resources.
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How to configure the Calendar


As a final step, Link a calendar. If you have enabled a calendar integration (Google, Office 365 or Exchange) on the 'Integrations' page, you will see a calendar section where you can either select or specify which external calendar you want to link to the resource. If a calendar is linked, any bookings made in Optix will block time in the linked calendar and vice versa.

FAQs

Can I create different types of resources in Optix?

Yes. Resources can represent desks, meeting rooms, private offices, equipment, childcare slots, or any other bookable item. You can use resource types to categorize them and apply shared settings.

Can users see all resources in the app?

Resource visibility depends on:

  • Booking policy settings

  • User permissions and plans

  • Whether the resource is admin-only

Users will only see and be able to book resources that are relevant to them.

Can I use allowances and pricing together?

Yes. Optix always checks for available allowances first. If no allowance is available, or if the booking exceeds the allowance, pricing rules (hourly, daily, or overage pricing) are applied.

Can I apply different prices to different users for the same resource?

Yes. You can use conditional pricing to offer different prices based on user conditions (for example, account type).

What happens when I use booking groups?

Booking Groups allow similar resources (for example, hot desks) to appear as a single option in the booking flow, instead of listing each resource individually.

What are Assignments used for?

Assignments are longer-term bookings created by admins. They allow you to set:

  • Custom pricing

  • Billing cycles

  • Start and end dates

Can a resource block another resource’s availability?

Yes. Using parent/child resources, booking one resource can automatically block another resource’s availability.

Can I link a resource to an external calendar?

Yes. Resources can be linked to Google Calendar, Office 365, or Exchange.

When linked, bookings made in Optix block time in the external calendar and vice versa.

Does duplicating a resource also duplicate its conditional pricing?

No. When you duplicate a resource, conditional pricing rules are not duplicated.

Only the base resource settings are copied. Any conditional pricing (for example, pricing based on user type or account conditions) must be manually re-created on the duplicated resource. After duplicating a resource, review the Advanced pricing & tax rates section to ensure all required conditional pricing is set up.
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Troubleshooting

A resource is not visible to users

Check the following:

  • The Booking policy allows users to book the resource

  • The resource is not marked as admin-only

  • The user has the correct plan or permissions

  • The resource is not hidden due to booking group settings
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Users can’t book a resource

  • Confirm the resource allows user bookings (not admin-only)

  • Check cancellation or booking restrictions in the Booking Policy

  • Verify the resource has availability during the selected time

Pricing looks incorrect for a booking

  • Confirm whether the user has available allowances

  • Check hourly vs day rate pricing

  • Review the conditional pricing order and conditions

  • Verify whether a custom tax rate is applied

Conditional pricing isn’t applying as expected

Make sure the user meets the defined condition

Availability is blocked unexpectedly

  • Check whether the resource is part of a parent/child resource setup

  • Confirm whether another linked resource was booked

  • Review external calendar integrations for external blocks

External calendar availability doesn’t match Optix

  • Confirm the correct calendar is linked to the resource

  • Ensure the calendar is not linked to another resource

Duplicate resources have incorrect names

  • Review the naming method selected during duplication

  • Check whether automatic numbering or manual names were used

  • Rename individual resources if needed after duplication

Need more info on Resources?

Take a look at this quick guide to dive deeper.

Related Articles
How do I sync Google Calendar with Optix?
Quick Guide to Resources
How do I assign a Resource to a User?
How do I block all of my Resources on my Schedule?
How do I create conditional tax and prices for my resources?
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