Add your rooms and equipment

If a service can only happen in one room, or needs a machine you have one or two of, add it as a resource. Customers can then only book that service online when what it needs is free, whichever team member they book with.

Adding one

Under Services & products → Resources, press Add resource and fill in the sheet:

• Name. What you call it, like Vichy room or LED machine.
• Quantity. How many you have, up to 20. With more than one, each gets its own name, like Room 1, Room 2 and Room 3.
• Capacity. How many bookings one can take at a time. Most take 1 booking at a time; a couples room might take 2.
• Used for. The services and add-ons that need it.

You can also set it from the service: open it, then Resources under Options, shown once you've added a resource. A service can need more than one, like a treatment room and a machine. For one you have several of, choose Any or only the ones that suit the service. An add-on has its own Resources too.

On your booking page

A time is offered only when one of everything the service needs is free. Each service uses what it needs for its own part of the visit, plus its cleanup time: a body scrub then a massage frees the scrub's room once the scrub and its cleanup are done. An add-on uses its resource during its extra time, straight after its service.

Customers never see or choose a resource. If two people go for the last one at the same moment, the first to confirm gets it and the other is asked to pick another time.

On your calendar

Once a service you pick needs one, New booking and Edit booking show Order and times: each service at its own time, with what it will use under it, picked for you from what's free. For one you have several of, change it from the list, where any that are taken show busy then. You can still book one that's taken; you'll see which booking it overlaps. A booking's details list what it uses, and when.

A booking keeps what it uses when it moves, as long as it's still free; otherwise it takes ones that are, when there are any. Moving a booking, or changing its length on the calendar, warns you when another booking is using one it needs then. A repeat booking uses what you picked for its first visit, and for each later visit whenever it's free.

To see a room's bookings, tick it in the team picker beside Day and Week, under Resources: it gets a column of its own, and you can drag a booking from one room to another. Booking cards also name what each booking uses; turn Resource off under Settings, Calendar to hide it. See Your calendar, day to day.

Blocking time on one

For maintenance or a private hire, press Block time and choose it under Who or what, or click its name at the top of its column. Online booking won't use it during the block: a service that needs it is offered then only if you have another one free, and services that don't need it stay bookable. In New booking it shows busy then; you can still book it there, and you'll see it overlaps blocked time. Block the hours you need, or every week with Repeat weekly.

How booked they are

Reports, By resource shows each one's bookings, hours booked and utilisation for any dates. See The By resource report.

Changing what a service needs

When a service starts needing a resource, its upcoming bookings are given one automatically. If some of them now need the same one at the same time, you'll see a list of them to move or keep.

Archiving

Archive resource, at the end of its sheet, takes it off its services and its upcoming bookings. Past bookings keep it. Restore, under Archived, brings it back; then choose what uses it again.

Resources are part of the Solo plan and above. On the free plan they switch off: nothing is checked or picked, and nothing is deleted. Choose a plan and they're back, and upcoming bookings are given what they need.