View source for TracCloudGuideBasicsResources

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==Resources==
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Resources are items that may be checked in and out of your [[TracCloudGuideProfileCenters|Center]](s) and lent to students or staff. The borrowing of resources at your center(s) can be tracked, recorded, and the data collected can be displayed through [[TracCloudReports|Reports]]. Resources can be utilized in many ways, but common examples include Laptops, Calculators, or Books that users can reserve, checkout, and return.<br>

[[File:3446265.png|800px]]

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<!-------------------------------------------- Creating resources -------------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Creating a Resource</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>
To begin creating a resource, go to Other > Resources > Resources (List), then click the <B>+</B> icon to create your new resource.

[[File:8367841.png|800px]]<br><br>

* <b>BarCode</b> is the unique identifier for this item. Can be used to log resources in and out via a barcode scanner or swipe system, in addition to manually entering the value.

* <b>Title</b> is the name of this resource.

* <b>Profile</b> is the linked [[TracCloudGuideProfileGeneral|Profile]] for this resource.

* <b>Checked Out To</b> shows which user currently has this item checked out (if applicable).

* <b>Collateral</b> will store the collateral item collected due to the option below being enabled. This should be left blank when creating a new resource, as it will be automatically filled in when the item is checked out and collateral is collected.

::* <b>Collateral Logic</b> enables Collateral functionality if checked. This will ask the staff member logging the resource in/out whether or not collateral has been gathered/returned.

* <b>Reserved For</b> shows who currently has this resource reserved.

* <b>Always Available</b> indicates that this resource doesn't need to be individually checked out or reserved, multiple users can check out the same resource at any time.

* <b>Reserved Date</b>, <b>Last Date Out</b>, and <b>Due Date</b> display the exact times of reservations, checkouts, and when the resource is due to be returned.

* <b>Resource Type</b> allows you to categorize this resource into a type for reporting purposes, or to restrict certain students from accessing this resource.

* <b>Length of Checkout</b> determines how long an item can be checked out for before an overdue notification is sent.

* <b>Max Renewals Allowed</b> determines how many times a checkout can be renewed.

* <b>Description</b> is an internal description of this particular resource.

* <b>Keywords</b> are the related words for this resource, delimited by commas or semicolons. For example, if you have a Laptop as an available resource, you may want to create keywords like "Computer, PC, Macbook" to make this resource easier to search for.

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<!-------------------------------------------- Resource Types -------------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Resource Types</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>
Resource Types can be used to group resources together, for the purpose of reporting or to block certain students from accessing certain resources. This can be managed in the <i>Resource Types</i> tab of the Resources menu.

[[File:4478788.png|800px]]<br><br>

* <b>Search and +</b>
::Use these to search for or add new Resource Types.

* <b>Block Students on List</b>
::This can be utilized to block resource access to certain students. When a staff member tries to log a resource out to a student on this list, a message will appear informing them that this student has been blocked from checking out resources.<br><br>

Within each Resource Type, two more notable fields are available.
[[File:1971204.png|800px]]<br><br>

* <b>Linked to Profile</b>
::Allows you to link this Resource Type for use in a specific [[TracCloudGuideProfileGeneral|profile]].

* <b>Allowed Student List</b>
::Allows you to only allow students on this [[TracCloudGuideGlobalLists|list]] to checkout this resource, blocking everyone else. If left blank, anyone can checkout this resource (assuming they aren't blocked from resource usage entirely).

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<!-------------------------------------------- Permissions -------------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Permission Groups</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>

There are a couple settings of note within your [[TracCloudGuideProfileGroups|permission group]](s) relating to Resources.

<span style="color:grey"><i>Other > Other Options > Groups > [Your Group] >  Log In/Out</i></span><br>
[[File:4838715.png|800px]]<br><br>

* <b>Allow user to log resources in and out</b> provides users in this group the ability to record resource usage.

* <b>Allow user to view what resource the student has logged out</b> provides users in this group the ability to view a student's currently logged out item.<br><br>

<span style="color:grey"><i>Other > Other Options > Groups > [Your Group] >  Admin/Modules</i></span><br>
[[File:1292806.png|800px]]<br><br>

* <b>Table Access</b> provides access to the <i>Other > Resources</i> view of resources. You can also assign <b>Resource Types</b> here to allow this group to view and edit these as well.

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<!-------------------------------------------- Utilization -------------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Using Resources</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>

After creating your resource and updating your groups, you're ready to start checking out resources. This option can be found by going to <i>Other > Log Resource</i>.

[[File:3393501.png|400px]]<br><br>

You will then be brought to the following screen with two text entry areas available. The first is where you select a resource (searching by Barcode, Title, or Keywords), the second allows you to select a student or staff member. Once one or both fields are selected, additional options become available to check out, return, or reserve this item.

[[File:4360537.png|450px]]<br><br>

In the event that Collateral Logic is being utilized, more options will be available in regards to collecting/returning the collateral item.

[[File:8676920.png|450px]]

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<!-------------------------------------------- Emails-------------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Resource Emails</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>
Resource emails can be customized to inform students of the due date of their checked-out resource, or if the resource is overdue. These options are part of your profile preferences, in <i>Other > Other Options > Profiles > [Your Profile] > Prefs > Emails > Resource Checkout Emails</i>.

Similar to your [[TracCloudGuideProfilePrefsEmails|other Profile Emails]], you can write a subject line and body of your email, an additional SMS text, and choose when this email is sent. Unique to resource emails is <b>Send additional overdue emails daily</b>, which will resend the overdue notice for each day the item is still checked out.

[[File:9910946.png|700px]]

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<!-------------------------------------------- Reports -------------------------------------------->
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big><b>Resource Reporting</b></big></div><div class="mw-collapsible mw-collapsed"><br><br>

A resource report is available to obtain data regarding how your resources are being utilized. This can be found by going to <i>Reports > Management > Resources</i>.

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