Manage Appointment Resources

What are resources#

Resources are physical or virtual spaces and equipment that an appointment may need. When a service uses a resource, Naayya checks that resource's availability before showing a time to customers.

Resources are managed from business locations. For location setup, see Manage Locations and Resources.

Create a new resource#

1. Go to Admin > Settings > Locations.
2. Expand the location where the resource belongs.
3. Click the plus icon on the location's row, or the add button shown when the location has no resources yet. The button names the type, for example Add room or Add court. For a portable or virtual resource that is not tied to a location, use Add in the Portable & Virtual section.
4. Enter the two details the window asks for:
   • Name: A clear identifier, such as “Treatment Room A”.
   • Capacity: Set how many seats or simultaneous uses the resource supports.
5. Check the hours line. A new resource shows Uses location hours. Click Change if the resource needs its own hours. The button then reads Create and set hours, and the resource's Availability tab opens right after it is created.
6. Open More details for anything else:
   • Type: Choose the category that best describes it. It starts as the type the location already holds classes in, otherwise the type that suits your business.
   • Location: Choose the location when the resource is not portable or virtual.
   • Description: Optional notes about the resource.
   • Where: Choose Not specified, Indoor, or Outdoor when relevant.
   • Portable: Turn on when the resource can move between locations.
7. Click the create button, which names the type, for example Create room or Create court.

A resource added from the Portable & Virtual section also shows Type and Location up front.

Creating a resource never fails because of its location's opening days. A location that is closed every day, or has no hours set, still accepts new resources.

Set capacity to prevent double-booking#

Capacity is the number of seats the resource can support at one time. Use 1 for an exclusive room or a single piece of equipment. Use a higher value when several customers can use the resource at the same time.

The resource list displays capacity as seats. Set it to match the real capacity of the resource and review it when the resource's use changes.

Change the capacity of an existing resource#

1. Go to Admin > Settings > Locations.
2. Expand the location and find the resource.
3. Click the edit button on the resource row.
4. On the Details tab, change Capacity.
5. Click Save Changes.

Review future availability after lowering capacity if the resource already has bookings.

Resource types explained#

The resource editor currently offers these types:

Real-world examples#

Choose the type that makes the resource easy for your team to recognize:

• A private sauna room can use Room.
• A device that can move between locations can use Equipment and Portable.
• A salon position can use Station or Chair.
• A tennis or padel surface can use Court.
• A swim lane can use Lane.
• An online consultation space can use Virtual.

Decision framework#

• Choose Room for an enclosed, private area.
• Choose Space for an open area used by several people.
• Choose Station or Chair for separate service positions.
• Choose Equipment when the item itself is the scheduling constraint.
• Choose Court, Field, Lane, or Pool area for a specific sports or aquatic surface.
• Choose Virtual for an online service.
• Choose Other when no type fits.

Class vs appointment behavior#

Appointments can use any resource type assigned to the service. A service that requires resources is ready to accept bookings only when its resources and required availability are set up. Review the service's Resources & locations section and the resource schedule before sharing the service.

Link resources to services#

On the service detail page, Resources & locations lists the resources assigned to the service and whether resources are required to generate bookable time slots. If the service uses a resource, make sure the resource is active and has availability.

For the service setup checklist, see Create Appointment Services. For resource schedules, see Set Availability Schedules.

Customer-selectable resources#

Some appointment services let the customer choose from available resources during booking. This is useful when the customer needs a specific court, lane, room, or other place. The chosen resource must be available for the selected time.

Manage resource availability#

To set or review a custom schedule:

1. Go to Admin > Settings > Locations.
2. Expand the location and click Edit resource.
3. Open the Availability tab.
4. Add or edit the weekly schedule and save the changes.

A resource without its own hours follows its location's opening hours, and a change to the location's hours changes the bookable times of every resource that follows it. Days without an explicit resource schedule take the location's hours for that day. For closure dates or maintenance windows, use the Closures tab. See Set Availability Schedules.

Deactivate a resource#

Deactivating a resource stops new use only. Existing bookings and classes keep working, and classes that already use the resource keep scheduling and moving their sessions there. The resource is no longer offered for new classes or services.

1. Go to Admin > Settings > Locations.
2. Expand the location and click Edit resource.
3. On the Details tab, find Active and click Deactivate.

Deactivate takes effect at once, so there is nothing to save. You can also open the resource's actions menu on its row and select Deactivate. To take bookings again, click Activate in the same places.

The resource remains in your locations list with its saved details and schedule.

If you try to use a deactivated resource for something new, Naayya names it, says nothing was changed, and suggests activating it in Locations settings or choosing another.

Delete a resource#

Naayya uses Archive to remove a resource from active booking:

1. Go to Admin > Settings > Locations.
2. Expand the location and find the resource.
3. Click the archive icon on the resource row.
4. Confirm Archive.

The confirmation says the resource will be hidden from booking and can be restored later. Use deactivation when you want to keep the resource for a later restart without archiving it.