Manage Appointment Resources

What are resources#

Resources are physical or virtual spaces and equipment needed for appointments. When you link a resource to a service, the booking system checks resource availability before showing time slots to customers.

Resources are managed within your studio locations. Each location can have multiple resources attached to it, such as treatment rooms, equipment, or workstations. For a complete guide on locations, see Manage Locations and Resources.

Common resource types:

• Rooms: Treatment rooms, training studios, consultation spaces
• Equipment: Massage tables, specialized machines, training equipment
• Chairs: For services like hair styling or dental work
• Virtual: Online meeting rooms or video call slots

Create a new resource#

Resources belong to locations. To add a resource:

1. Go to Admin > Locations
2. Click on the location where you want to add a resource
3. In the Resources section, click Add Resource
4. Fill in the details:
   • Name: A clear identifier (e.g., "Treatment Room A")
   • Type: Select from Room, Equipment, Chair, Virtual, or Other
   • Capacity: How many simultaneous bookings the resource supports
   • Image: Upload a photo of the resource (optional)
5. Click Save

Set capacity to prevent double-booking#

Capacity controls how many appointments can use a resource at the same time.

Capacity = 1 (most common) The resource can only be used by one appointment at a time. This prevents double-booking and ensures exclusive access.

Use capacity = 1 for:

• Individual treatment rooms
• Single-person equipment like saunas, ice baths, or red light panels
• Private consultation spaces
• One-on-one training areas

Capacity > 1 Multiple appointments can share the resource at the same time.

Use higher capacity for:

• Group training spaces that accommodate multiple solo sessions
• Equipment sets where you have multiple identical items
• Shared spaces like waiting areas

When a resource reaches its capacity, the system stops showing that time slot to customers.

Resource types explained#

Room#

Physical spaces where appointments take place. Use for private training studios, massage rooms, or consultation offices.

Equipment#

Specialized items that must be reserved for appointments. One piece of equipment can only be used by one appointment at a time.

Chair#

For services that use stations, like hair salons or treatment chairs. Each chair is an independent booking unit.

Virtual#

Online appointment slots. Useful for video consultations where you want to limit simultaneous virtual appointments.

Link resources to services#

Resources only affect booking availability when linked to services.

1. Go to Admin > Appointments > Services
2. Open the service that needs the resource
3. In the Resources section, click Add Resource
4. Select the resource and set the requirement level:
   • Required: The resource must be available for the appointment to be bookable
   • Optional: The resource is reserved if available but not mandatory

Manage resource availability#

Resources inherit availability from either the studio's general hours or can have custom schedules.

To set custom availability for a resource:

1. Go to Admin > Appointments > Availability
2. Select the Resources tab
3. Choose the resource
4. Add availability blocks for specific days and times

Deactivate a resource#

If a resource is temporarily unavailable (under maintenance, relocated, etc.):

1. Go to Admin > Locations
2. Click on the location containing the resource
3. Find the resource in the Resources section
4. Click the menu icon and select Edit
5. Toggle Active to off
6. Click Save

Deactivated resources won't be considered for new bookings. Existing appointments using this resource remain scheduled.

Delete a resource#

Before deleting a resource, ensure no active appointments depend on it.

1. Go to Admin > Locations
2. Click on the location containing the resource
3. Find the resource in the Resources section
4. Click the menu icon and select Delete
5. Confirm the deletion

Deleted resources cannot be recovered. Consider deactivating instead if you might need the resource again.