Bookable Resources – Private Rooms, Meeting Rooms, Equipment

Resources are things in your restaurant that guests can book themselves for a fee – but that aren't regular tables and aren't scheduled events. Examples: private dining rooms, meeting rooms, bowling lanes, karaoke rooms, billiard tables, shuffleboard, or individual equipment.

How does a resource differ from a table or event?

Typical resources in Vendion:

• Private dining – "The Wine Cellar" for 8 people, "The Loft" for 12
• Meeting rooms – Business lunch with projector and conference table
• Karaoke rooms – Private room with sound system and screen
• Bowling lanes – One lane per slot
• Billiard tables – 8-ball, carom
• Shuffleboard – Popular in gastropub settings
• Dart boards – One lane per party
• Other equipment – Padel court, bar counter for a private event, cigar lounge

Typical pricing:

How resources connect to table bookings: A resource booking lands in the same booking system as regular table bookings, just tied to a resource instead of a table. This means:

• You see everything in the same calendar (/admin/reservationer)
• The guest is stored in the same CRM
• SMS confirmations use the same template system
• Analytics includes resource bookings alongside tables and events

When should you use a resource instead of an event? Use resource when:

• The guest books a physical thing (a room, a lane, a machine)
• The guest picks duration (e.g. 1 or 2 hours)
• The guest pays per party, not per person
• Each time slot is used privately by a single party

Use event when:

• Many different guests/parties attend at the same time
• Start time is fixed
• Price is per person
• The experience is defined by you (wine tasting, comedy)

Example combinations:

• Bowling alley: resource = lane, tables = the restaurant area for food
• Restaurant with private room: resource = Wine Cellar; guest books 18:00–21:00 and orders from the regular menu
• Karaoke bar: resource = room, event = "Karaoke contest Friday 22:00" (public event, different format)

Admin flow – short version:

1. Go to Admin → Bookings → Settings → Resources to create the resource
2. Open the Availability tab to set opening hours per weekday
3. Open the Blocked times tab for maintenance and private events
4. Share your public booking page with the guest (/book/:slug?type=resource)

Create your first resource – minimal example:

1. Go to Admin → Bookings → Settings → Resources
2. Click New resource
3. Fill in:
   • Name: "Private Room The Wine Cellar"
   • Description: "Cozy private dining room in the basement with space for 8. Sound-insulated, private entrance, projector available on request."
   • Type: Private dining
   • Capacity: 8
   • Slot duration: 120 min
   • Price per slot: 1 200 SEK
4. Upload an image (e.g. a photo of the room)
5. Save

Then go to the Availability tab and add that the room is available Mon–Thu 17:00–22:00 and Fri–Sun 12:00–22:00. The resource is now live on your public booking page.

How resource revenue lands in the system: When the guest books a resource, the booking is saved with:

• Which resource was booked
• Slot start and end times
• The slot price (as deposit amount to be paid)

At arrival the booking is marked Seated and a tab opens in the POS with a pre-filled line item matching the resource fee. The guest then orders normally from the menu. At checkout the guest pays everything together.

Plan your resource portfolio: Before creating resources in the system, do an inventory:

Turnaround / cleaning breaks: Vendion has no separate "break between slots" setting, but you can build it in by making slots slightly longer than the activity itself. Example: a bowling session is 45 min – set slot duration to 60 min to give 15 min cleaning margin.

Tips for setting up resources efficiently:

• Start with 1–2 resources and learn the flow before scaling up
• Use high-quality images – they drive bookings
• Be honest about capacity – 8 people = 8 chairs, no extras
• Update the description seasonally (summer vs. winter)

Read next:

• Resource availability and schedules
• Block resources for maintenance
• Public resource booking
• Resource fees and prepayment