Create a Resource

NOTE: After you are done making changes to your resource, click "Save" at the bottom of the page (Figure 2).

  1. To get started, visit and log in with your NetID.
  2. Once there, click the "All Resources" tab
  3. Scroll to the bottom of the page and click "Create Resource" (Figure 1)
  4. On the "Setup" tab, you will see these fields:
    • Resource Name: Give your recource a name that identifies the organization and the instrument. For instance, "Cell Biology-EM20 Microscope"
    • Location: This is the physical address and room number where your resource is located.
    • Description: This field can be used for any rules you would like your users to follow, or to post information about costs, policies, available hours, or whom to contact for help
    • Administrators: In this box, list your own Yale email address and then any additional email addresses for people you would like to have access to edit the settings for this resource, separated by semicolons.
    • Add Membership Group: To give people access to your resource, create a group called “Users” and then list their email addresses separated by semicolons. To delete them, delete the email address. Make sure to click “Save” at the bottom of the page after making any changes.
      • More than one User Group: If you would like to have more than one user group (you might have an internal group and an external group, for instance, so you could charge them differently), just click “Add Membership Group” again once you are done. If there is no one in a group, that group will automatically be deleted. Don’t forget to click “Save” at the bottom of the page to save your changes.
      • Adding External Email Addresses: In order to add a non-Yale email address to either the administrator or member group for a resource, you first have to add it to the system.
        1. First, log out (click “signout” in the upper right corner of any page)
        2. On the Log On page, click “Register Account” (located under the “Non-Yale External User” e-mail box).
        3. On the “Register Account” page, add the new email address, enter the security word or number that appears, and then click “Register.”
        4. The system (the email arrives from the name “univariant”) will send an activation code to that email address and the user can use it to log on.
        5. Now, log back in as yourself, and you will be able to add the external email address to the administrator or member area of your resource.
      • Embed Code: You must log in to create or reserve availabilities, but sometimes Administrators may have a need to display the available/unavailable schedule on a page that doesn’t require a NetID login. This piece of code can be placed on a page in your website to display the resource availability (names of those who have reserved the resource will not be displayed in this view).
      • E-mail Notification: To receive notification of when people reserve or cancel the resource, enter email addresses in this field separated by commas.
      • Options:
        1. “Hide resource from public directory” If you check this box, other people will not see your resource listed when they click “Browse Resources”
        2. "Show scheduled reservations to all users" Currently this function is not available, as the names of all users who have scheduled reservations will appear whether this box is checked or not. This functionality is coming soon.
        3. "Bill hourly charges by actual usage reported instead of reservation time" If you select this box, after a user has used the resource, they can log back into the system and record their “actual” time on the resource—this can account for a lunch break, for instance. That information is then provided to you in the reports and you can bill them based on “actual” time, if you choose.
  5. Make sure to click “Save” when you make any edits to this page (Figure 2).
  6. In the “General Info” tab, you should see your new resource title, general description, and location. You can edit any of this again by visiting “Edit Resource” (Figure 3).
  7. The next step is to create availability for your resource, so that people can reserve time.