Resource Requirements and Space Utilization to optimize labour/time
Refer to Product Ideas
Account name: Niagara Falls Convention Centre
Region: AMER
Client version (Enterprise): 25.42026012104
Description of the issue
What does the client want to do? Why do they want to do this?
- The customer is looking to optimize inventory and labour/time for setup and tear down of events. Hoping to be able to include space utilization information in the resource requirements page to see if an event space is dark in between events so that resources could be left in the room instead of having to be torn down and then reset again.
What you've already tried or suggested. Why does this not work?
- Organized and sorted the Resource Requirements to group in different ways and shared with the customer, but they would still need to compare against their Calendar to check if there are other events in between dates where resources are being used that might not be using that specific resource, so they wouldn't be able to leave them and would need to tear them down and reset.
Hoping someone might be super savvy with formula fields and there might be a way to pull this info in to create a report that shows inventory optimization. What is the current best practice for this process?
Tagging Martin Stephens Joel Nisbett Anthony Costantino because I think you guys are great with formula fields!
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Following
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Unfortunately, Formula Fields or Summary Fields will not help you here. To calculate the dark time between events, we need the start date of the next event that is using the space - neither of those tools can provide this. This would be an enhancement request.
We would need to hardcode these dark hours between events onto the table OR provide better methods for dynamically interconnecting data. For the later, we would need data lookups with contextual filters; for instance, if we could ‘Lookup’ the next time the corresponding space is being used by a different event, a formula field could then calculate the dark time in between.
As a workaround, it should be possible to create a Crystal Report to provide this information.
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Thank you so much for the info Martin!
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Jennifer Lee catching up here. Where did Niagara Falls end up doing?
While we can't report or export the ‘absence’ of activity, we can ‘visualize’ it using the Function Calendar. A strategically crafted view can show room activity (aka functions) and thus show the ‘voids’ in that activity.
Second, how are they entering room setups/equipment today? If we're tracking Service Order Items, a view on the Service Order Items (similar to resource requirements) would give you ability to see all the items and their scheduled use. Perhaps AskMo, or exporting to Copilot could help answer their question, “Can I leave this stuff in this room for a few days?”
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Jennifer - in addition, if you could add this to Product Feedback as well and link here for reference, this is a good use case to keep track of.
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Anthony Costantino they're still manually comparing by pulling the resource requirements and then comparing it against the function calendar. They do enter setups via service order items but the issue here is needing to know if a space is dark in between events or if there's actually an event in between but they don't require the same resources. I've put in a scope request for a custom report.
I didn't think about trying AskMo to see if it can help with this question! I'll give that a try, thanks!
Seth Halvaksz I have submitted this Product Feedback. Thanks!
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Jennifer Lee could you include the link here for reference
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