Manage Locations and Resources

What are locations#

Locations are the physical or online places where customers book your classes and appointments. Each location can have its own address, phone number, operating hours, and resources.

If you operate from one place, create one location. Businesses with several branches can create a location for each one.

Create a location#

The create page asks for three things, in order: where you are, what classes run in, and when you are open. Everything else has a default.

1. Go to Admin > Settings > Locations.
2. Click New location.
3. Choose Physical space or Online. The page starts on Physical space.
4. Enter a Name.
5. For a physical space, add an Address. An online location has no address. Its Timezone is shown for reference and is detected from your browser, so you cannot change it here.
6. For a physical space, review the Resources section. It starts with one row: Main Room, type Room, capacity 20. A sports facility starts with Main Court, type Court. Change the name, type, or capacity, or click Add another room (the button names the type, for example Add another court) to add more rows. A row's name follows its type until you edit the name.
7. For an online location, enter Max attendees. Naayya creates one virtual resource for the location with that capacity, and classes there take their capacity from it.
8. Under Operating hours, the default is every day from 05:00 to 22:00. Click Change to edit the hours, or Apply Monday to all days to copy one day across the week.
9. Click Create location.

Each field is checked when you leave it, and a problem shows next to the field that caused it. The location and its resources are saved together. If a resource cannot be saved, the location is not created and the reason appears next to the field.

When the location is created, the page shows what was saved and offers Create a class, Back to locations (or Back to setup if you started from the setup checklist), and Add details. Phone number, photo, description, and amenities are not on the create page. Add them later from the location's page: open the location's More actions menu and select Edit.

The hours you set here are the location's opening hours. Resources at the location follow them until you give a resource its own hours. See Set Availability Schedules.

A location that is closed every day cannot take appointment bookings, but classes there still run. The hours editor shows this note when every day is off. A day's only time range cannot be removed. To close a day, turn off that day's switch.

Add an image to a location#

Add a photo from the location list or from the location's page. The create page does not ask for a photo.

1. Go to Admin > Settings > Locations.
2. Find the location and open its More actions menu.
3. Select Upload image.
4. Choose an image file from your device. Image files must be under 5 MB.

You can also open the location with Edit and use Upload (or Change, if it already has a photo) next to the image.

What are resources#

Resources are bookable spaces or equipment that you can attach to a location, class, or appointment service.

Common resource types:

• Space
• Room
• Station
• Equipment
• Chair
• Virtual
• Court, Field, Lane, Pool area, or Other

Add a resource to a location#

1. Go to Admin > Settings > Locations.
2. Find the location and click the plus icon on its row. If the location has no resources yet, expand it with the arrow next to its name and click the add button there. The buttons name the type, for example Add room or Add court.
3. Enter a Name and a Capacity. The type is preselected: the type the location already holds classes in, otherwise the type that suits your business.
4. Under the hours line, the window shows Uses location hours. To give the resource its own hours, click Change. The button then reads Create and set hours, and the resource's Availability tab opens as soon as it is created.
5. To change the type, or to add a description, photo, Where, floor, or area, open More details.
6. Click the create button, which names the type, for example Create room or Create court.

A new resource follows its location's opening hours. See Manage Appointment Resources.

Create portable resources#

Some resources are not tied to a specific location. The Portable & Virtual section is for portable equipment and virtual rooms.

1. Go to Admin > Settings > Locations.
2. Scroll to the Portable & Virtual section.
3. Click Add.
4. Configure the resource details and keep Location set to Portable / Virtual.
5. Click the create button, for example Create equipment.

The resource remains separate from a specific location until you assign one.

Edit a location or resource#

1. Go to Admin > Settings > Locations.
2. For a location, open its More actions menu and select Edit.
3. For a resource, expand its location and click the pencil icon next to it.
4. Make your changes. A location's page holds its phone number, description, photo, amenities, address, and operating hours. Resource details include Capacity; editing a resource also includes Availability and Closures tabs.
5. Click Save changes for a resource. Click Save Changes when you finish editing a location.

To stop a resource from taking new bookings, open its edit window and use Deactivate next to Active. It takes effect at once, without Save changes. Existing bookings and classes keep working. The same Deactivate and Activate options are in the resource's actions menu. See Manage Appointment Resources.

Deactivate a location#

Deactivation keeps the location in your business while marking it inactive. It stops new use only: classes that already run at the location keep scheduling, extending, publishing, and moving their sessions there. An inactive location cannot be chosen for a new class, and an archived one cannot be used at all. If you try, Naayya names the location, says nothing was changed, and tells you what to do next, such as activating it in Locations settings.

1. Go to Admin > Settings > Locations.
2. Find the location and open its More actions menu.
3. Select Deactivate.

To make it active again, open the menu and select Activate.

A room or other resource works the same way: classes that already use a deactivated room keep working, and the room is not offered for new classes or services.

Archive a location#

Archive a location when you want it out of booking and listing surfaces while keeping it in the system.

1. Go to Admin > Settings > Locations.
2. Find the location and open its More actions menu.
3. Select Archive and confirm.

Archived locations appear in the Archived section and are inactive. To restore one:

1. Find the location in the Archived section.
2. Open its menu.
3. Select Restore.

Restoring leaves the location inactive. Select Activate when you are ready to use it again.

Duplicate a location#

Create a copy of an existing location with its settings and its resources.

1. Go to Admin > Settings > Locations.
2. Find the location and open its More actions menu.
3. Select Duplicate.

The new location is created with “(Copy)” added to the name. It has a copy of each of the original's resources, except archived ones. The photo is not copied. If the resources cannot be copied, the new location is not created. Edit the copy to customize the details.

Delete a resource#

Resources are archived from the locations list, so they can be restored later.

1. Go to Admin > Settings > Locations.
2. Find the location and expand it with the arrow next to its name.
3. Open the resource's actions menu.
4. Select Archive.
5. In the Archive room dialog, click Archive.

The archived resource is hidden from booking and can be restored later.