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:

• Space: Larger open areas used for classes or group activities
• Room: Private enclosed spaces used for appointments
• Station: Fixed position within a larger room (e.g., salon station)
• Equipment: Portable or fixed items needed during a service
• Chair: Individual service seat (common in salon and spa operations)
• Virtual: Online meeting room or video consultation slot
• Other: Custom category for resources that do not fit the defaults

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 Space, Room, Station, 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#

Type	Best for	Typical capacity	Booking behavior
Space	Group activities in open areas (yoga room, studio floor, training zone)	8-40+	Usually used for classes or group sessions
Room	Private services (massage room, consultation room, sauna room)	1-5	Reserved as a single unit and prevents overlap once full
Station	Fixed position inside a shared room (styling station, manicure station)	1-2	Each station can be booked independently
Equipment	Items required to deliver service (reformer, red-light panel, treatment device)	1 per unit	Can be portable or fixed; blocks when selected and full
Chair	Individual service chair (pedicure chair, barber chair)	1	Works like a station with chair-specific naming
Virtual	Online consult slots	1+	No physical room required; still enforces slot capacity
Other	Studio-specific categories	Varies	Use when standard types do not fit your operation

Real-world examples#

Resource	Type	Capacity	Why this type fits
Sauna A	Room	1	Private enclosed space for a single booking
Ice Bath	Room	1	Fixed room-level resource with one-at-a-time use
Red Light Panel	Equipment	1	Portable equipment that can be assigned per service
Studio B	Space	12	Open group area used for sessions/classes
Styling Station 1	Station	1	Independent slot inside a shared salon floor
Pedicure Chair 2	Chair	1	Individual seat booked per customer

Decision framework#

Choose Space if:

• You run classes or group services in one open area
• Multiple clients can use the area at the same time

Choose Room if:

• You need an enclosed, private resource
• You want exclusive room-level blocking

Choose Station if:

• You need multiple independent booking points in one room
• Staff can serve different clients in parallel

Choose Equipment if:

• The core constraint is a device, not the room itself
• You may move the item between locations/rooms

Choose Chair if:

• Your workflow is chair-first (salon, barber, pedicure)
• You want a clear one-customer-per-chair model

Choose Virtual if:

• Service is online and no physical room is required
• You still need slot and capacity control

Class vs appointment behavior#

• Classes/events most commonly use Space or Room resources.
• Appointments can use any resource type linked to the service.
• A booking is only offered when all required linked resources have available capacity.
• If you attach both room-level and equipment-level resources, both constraints are checked.

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.