Resources & Room Availability Management

This feature is available to ProPlus, StudioGrow, and StudioMax plan holders and allows you to manage the availability of physical spaces or equipment for appointments and scheduled events.

Manage and Define Resources:

1. Navigate to Appointment Availability.
2. Click on Resources and Rooms.
3. Click the Manage button.
4. Click Add Resource and enter a specific name.
5. Click Save to add the resource. Repeat this process until all necessary items are listed.

Your resources can be anything from a specialty room (like Spa Room 1 or Dance Room A), a facility (like an Infrared Sauna or Cold Plunge Room), or a specific piece of equipment (like a Reformer). These names help you track which item is needed for a specific service or class.

Set Availability for Bookable Resources

1. Return to the Resources and Rooms Availability.
2. Click Add and choose the resource or room you want to add availability to.
3. Set the Start Date and confirm your business's Time Zone.
4. You can decide whether to Automatically block event times:
   • Keep ON: This is smart if the resource is used in recurring scheduled classes. It will automatically block appointment bookings during those class times, preventing conflicts.
   • Keep OFF: Only turn this off if the resource is only used for bookable appointments and never for scheduled classes.
5. Set the specific days and times the resource is available (e.g., Monday to Friday, 9:00 AM - 5:00 PM).
   • Keep in mind that you can also click Block Time Off on the main screen to manually block a time slot for maintenance or other reasons.

Note: You only need to set availability for resources that clients will book, such as spa rooms or saunas. Resources used strictly for internal scheduling (like dance rooms for classes) do not require availability to be set here.

Connect Resources to Offerings

Once your resources are defined and their availability is set, connect them to your services. You can connect resources to both bookable appointments and scheduled events.

A. For Bookable Appointments (e.g., Massages or Sauna Sessions)

1. Go to the offering you wish to edit (e.g., "Deep Tissue Massage").
2. Go to Edit → Appointment Settings → Additional Settings.
3. In the Resource Availability section, select all resources required for this offering (e.g., Spa Room 1 and Spa Room 2).
   • You can use the resource's Main Schedule or create a Custom Schedule specifically for this offering if needed.

Handling Scenarios:

• Staffed Booking (e.g., Massage): You connect both the staff member and the resource. The resource acts as a limiter. For example, if you have three therapists but only two spa rooms, the system only allows two simultaneous massage bookings, even if the third therapist is available.
• Unstaffed Booking (e.g., Sauna): Check the box to mark it as an unstaffed booking. The client will book the resource (the sauna) directly, without needing to select a staff member.

B. For Scheduled Events (e.g., Classes)

1. Go to your Schedule.
2. Click on the specific event or class (e.g., "Ballet 101").
3. In the event details, find the option to select a Resource/Room (e.g., Dance Room A).
4. Save the event. The room will now display as the location for that class on your schedule and will be visible to clients.

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