Calendar resources
What this page is — the people, and AI agents, that a calendar's events can be assigned to.
What it is for — deciding who can be booked on a calendar, and seeing whether they are already busy.
The problem it solves — an event that is not assigned to anybody is a note in a diary. Resources are what turn a calendar into an allocation of somebody's time, and what a public booking page offers slots against.
Route: /org/orbits → a card's Manage resources button
Permission to view: Allows viewing resources allocated to calendars
Permission to change: Allows adding, removing, and managing calendar resources
1. Two kinds of resource
| Team member | AI agent | |
|---|---|---|
| Is | A person in your organisation | A named entry, not a person |
| Appears as | Their name and photo | Its name, with an [AI AGENT] label on events |
| Chosen from | Your organisation's users | Created here, by name |
Assigning an event to an AI agent marks the event as that agent's. It does not cause anything to be scheduled, rescheduled or answered automatically. Use it to set aside capacity that is not a named person's — an automated intake slot, an unattended demo — and nothing more.
2. Step by step
- On the dashboard, click Manage resources on the calendar's card.
- Search your team members and select the ones this calendar can book.
- Optionally Add AI Agent and give it a name.
- Save Changes.
Removing a resource stops it being offered on new events. Events already assigned to it keep their assignment.
3. Filtering a busy calendar
The filter above a calendar narrows the grid to one or more resources, which is the quickest way to answer "what does this person's week look like?" without leaving the calendar.
4. Checking for conflicts
When you assign a resource to an event, the event form shows that resource's other bookings for the same day — across every calendar in the project, not just this one.
An overlap is drawn as a red card with the number of minutes it overlaps by. Everything else is listed as a plain entry.
Nothing stops you saving an event that overlaps another. Save stays available whatever the panel says, so double-booking is always two clicks away.
The panel is also unreliable when the calendar's timezone is not the timezone you are working in: it compares the event form's times, which are in the calendar's timezone, against other events, and can miss a genuine overlap entirely. The times it lists are shown in your own timezone, which is not necessarily the calendar's.
So do not treat a clear panel as proof that somebody is free. Where the timezones differ, check the resource's day directly — filter the calendar to that resource (§3) and look.
5. Field reference
| Field | Type | Required | Holds |
|---|---|---|---|
| Team members | Multi-select | No | Users who can be assigned events on this calendar |
| AI agent name | Text | Yes, when adding one | A label for non-person capacity |
6. Don't confuse this with…
| Event participants | A resource is who does the work; a participant is who was invited. Different lists, different pages — see event participants |
| Project members | Being on a project does not make somebody bookable on a calendar. They must be allocated here |
7. Troubleshooting
| Symptom | Cause |
|---|---|
| A person cannot be assigned to an event | They are not allocated to that calendar |
| The booking page offers no times | The calendar has no resources, or none is set as the fixed resource |
| The conflict panel says nothing is scheduled but the person is busy | See the warning in §4 — check the resource's day directly |
| You cannot open the drawer | You lack Allows viewing resources allocated to calendars |
More in troubleshooting.