This guide walks you through creating resources in CaptainBook, assigning them to a schedule, and configuring per-schedule capacity so bookings respect your operational limits.
After setup, each resource appears in the Resources list, can be linked to any schedule, and its capacity constrains availability at booking time.
Step 1: Open the Resources section
Click Resources in the left sidebar to open the list of everything you use to run experiences — captains, guides, boats, gear, and any auxiliary items.
Step 2: Add a new resource
Click Add a new resource to open the creation form.
Step 3: Fill in the resource details
Enter the Name — this is the display name used throughout schedules and bookings (for example, John Guide).
Select a Category — choose from Guide, Asset, Equipment, or Auxiliary depending on what the resource represents.
Enter the Capacity — the maximum number of participants this resource can handle simultaneously. You will get a warning if an availability's capacity exceeds the sum of its resources' capacities.
Enter the Type — a free-text label describing the specific role or kind of resource (for example, Tour Guide, Kayak, Life Jacket).
Click Add a new resource at the bottom of the form to save.
Step 4: Review the saved resource
Click the resource name in the Resources list to open it, then use Edit resource to review or update the Name, Category, Capacity, and Type fields.
Note on Prep time, Cool-off time and Workspace access
The dedicated Prep time, Cool-off time, and Workspace access fields from the legacy resource form are no longer surfaced on the resource itself. Resource behaviour is now controlled through its Capacity and through the per-schedule assignment described in the next steps.
Step 5: Open the experience schedule
Go to Experiences, open the experience (for example, Best Tours Inc Experience), and click the schedule you want to configure.
The schedule edit page loads with its basic information and, further down, a Resources section.
Step 6: Assign a resource to the schedule
In the Resources section, click Assign another resource to open the assignment dialog.
Open the Available resources dropdown — each option shows the resource name followed by its type in parentheses (for example, John Guide (Tour Guide)).
Choose the resource you want to link to the schedule.
Click Assign the resource to confirm, or Nevermind to cancel.
If you don't have a suitable resource yet, click Create a new resource from the same dialog.
Step 7: Adjust a resource's capacity for this schedule
Click an already-assigned resource name (for example, Sam Smith) to open its edit page. Each experience/schedule the resource is linked to appears in a row with its own Capacity input and Update button, so you can override how many participants that resource covers on that specific schedule.
Change the number in the row's capacity input and click Update to save the schedule-specific value.
Step 8: Block a resource by removing or reassigning it
To take a resource out of circulation for a schedule, open the schedule, find the resource in the Resources section, and use its row actions to unassign it. Bookings against that schedule will then stop consuming that resource. To take availability offline entirely, use the schedule's Actions menu to open the Calendar or Availability updater and close the relevant slots.
Troubleshooting
If the resource you want isn't in the Available resources dropdown, confirm it exists under Resources and that its Category is set.
If bookings still exceed what you expect, check the per-schedule Capacity on the resource edit page — the schedule-level value overrides the resource default.
The legacy Prep time, Cool-off time, and Workspace access fields are not present on the current resource form; use schedule Availability settings to insert buffers between slots.