Qvian Suite
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Service Management

Manage services, resources, and resource allocations for bookings and reservations.

Common Tasks

How to Add a Service (Add Service, Create Service)

Add a service to your business catalog that customers can book (accommodations, activities, equipment, etc.).

  1. Go to Service Management → Services in the left sidebar
  2. Click the Add Service button in the top-right corner
  3. The Global Service Catalog opens - browse available service templates
  4. Use filters to find services by type (Accommodation, Scuba, Experience, Training, Equipment, etc.)
  5. Click Adopt on the service you want to add
  6. If the service requires resources, review the resource requirements dialog
  7. Enter your business-specific details:
    • Service Name (customize from template name)
    • Description
    • Pricing information
  8. Configure resource requirements if needed
  9. Click Complete Adoption to add the service

Result: The service is added to your catalog and can be booked in reservations. You can customize pricing, descriptions, and resource requirements.

How to Create a Resource (Add Resource, Create Resource)

Create a resource (room, boat, equipment, etc.) that can be allocated to service bookings.

  1. Go to Service Management → Resources in the left sidebar
  2. Click the Create Resource button (plus icon)
  3. Select the Resource Type (Room, Suite, Boat, Equipment, Vehicle, etc.)
  4. Enter the Resource Name (e.g., "Room 101", "Boat Alpha")
  5. Enter a Description or notes about the resource
  6. Set the Capacity (number of people, units, etc. this resource can accommodate)
  7. Select the Status (Available, Unavailable, Maintenance)
  8. Add optional Location or other details
  9. Click Create Resource

Result: The resource is created and can be allocated to service bookings. It appears in the resources list and allocation views.

How to View Resource Allocations (View Allocations, Resource Calendar)

View which resources are allocated to which reservations and when, to avoid double-booking.

  1. Go to Service Management → Allocations in the left sidebar
  2. Select the View Mode:
    • Timeline View - Visual calendar grid showing allocations over time
    • List View - Detailed list of all allocations
  3. Set the Date Range you want to view
  4. Use filters to narrow by:
    • Resource Type
    • Business Unit
    • Status
  5. In Timeline View, resources are rows and dates are columns - allocations appear as colored blocks
  6. Click on an allocation block to see details

Result: You see a visual or list view of all resource allocations, helping you identify availability and conflicts.

How to Edit a Service (Modify Service, Update Service)

Update service details like name, description, pricing, or resource requirements.

  1. Go to Service Management → Services
  2. Find the service in the list
  3. Click the Edit button (pencil icon) or click on the service name
  4. Modify any fields:
    • Service name and description
    • Pricing information
    • Resource requirements
    • Status (Active/Inactive)
  5. Click Save Changes

Result: Service details are updated. Changes affect future bookings but not existing reservations.

How to Edit a Resource (Update Resource, Modify Resource)

Update resource details like name, capacity, or status.

  1. Go to Service Management → Resources
  2. Find the resource in the list
  3. Click the Edit button or click on the resource name
  4. Modify fields like name, description, capacity, or status
  5. Click Save Changes

Result: Resource details are updated. Status changes (like setting to Maintenance) affect availability for new bookings.

Key Concepts

Services vs Resources

Services are what customers book (e.g., "Standard Room", "Dive Trip", "Equipment Rental"). Resources are the physical or logical items allocated to fulfill services (e.g., "Room 101", "Boat Alpha", "Snorkel Set #5").

Services can require one or more resources. When a customer books a service, specific resources are allocated to that booking.

Resource Allocations

Resource allocations track which specific resources are assigned to which reservations and when. Allocations prevent double-booking and help coordinate resource availability. You can view allocations in Timeline View (visual calendar) or List View (detailed list).

Service Adoption

Services are adopted from a global service catalog. The catalog provides templates that you customize for your business. This ensures consistent service definitions while allowing business-specific customization of names, descriptions, and pricing.

Resource Types

Resources are organized by type: Space (rooms, suites), Equipment, Staff, Vehicle, Room, Suite, Meeting Space, etc. Resource types help organize and filter resources in the system.

Troubleshooting

Cannot Add Service - Missing Resources

Cause: The service requires resources that don't exist yet in your system.

Fix:

  1. Review the resource requirements shown in the adoption dialog
  2. Go to Service Management → Resources and create the required resources first
  3. Then return to service adoption and try again

Resource Shows as Unavailable When It Should Be Available

Cause: The resource status may be set to "Unavailable" or "Maintenance", or it may be allocated to another reservation.

Fix:

  1. Go to Service Management → Resources and check the resource status
  2. If status is "Unavailable" or "Maintenance", edit the resource and change status to "Available"
  3. Check Service Management → Allocations to see if the resource is allocated to another reservation during the time you need it

Service Not Appearing in Reservation Booking

Cause: The service may be inactive or not properly configured.

Fix:

  1. Go to Service Management → Services
  2. Check if the service status is "Active" (not "Inactive")
  3. Verify the service has proper pricing and resource requirements configured
  4. If the service is inactive, edit it and change status to "Active"