Resources (or your word for them) are what gets booked alongside people: treatment rooms, chairs, beds, reformers, a laser. Switch them on under Settings, Menu (or Admin, Modules) as Rooms and equipment. Setting them up takes the Services and the team switch.
Groups, and what is in each
- Open Resources and add a group for what is booked the same way: Treatment rooms, Chairs, Equipment.
- Under the group, type the name of each one (Room 1, Chair 4) and choose Add. It opens at once for its picture and details.
- Drag them by their handles into the order they should stand in on the calendar.
Its picture and details
Tap one to open it. Its Picture is kept as soon as you choose it; the rest is kept with Save.
- Description: a line about it, such as "Pedicure chair by the window, with a massage back".
- How many it holds: the people it takes at once, 1 for a chair, 2 for a couples room, 14 for a studio.
- Size: as you say it, "10 × 12 ft" or "a double room".
- What is in it: its equipment and furniture, one at a time or several with commas: heated table, LED lamp, sink.
- What it is like: its features in your own words: by the window, private, step-free.
- Where it is: with more than one location, the one it is at, or Every location.
- Notes for the team: how it is set up or cleaned, and what to check before a visit.
What Needs It lists the services that ask for one of its group, and Logins keeps where the logins for it are (a machine's service portal, say) in 1Password, for anyone with the Passwords switch.
Where they show
- The calendar: choose Resources at the top of the day for a column each, headed by its picture and how many it holds.
- The booking panel: a service that needs one shows a choice for its group; leave Any free one and the first free one is held. The one chosen shows below it with its picture and details.
- Services: under What it needs, tick the groups a service needs one of. Booking it holds a free one of each, and online booking offers only times when one is free.
- Online booking holds a free one by itself, and says nothing of it to the client unless the group says otherwise (below).
With more than one location, the calendar and the booking panel show what is at the location being worked in, or at every location, and a booking (in the app, online or through an assistant) holds only those.
In online booking
Each group says what a client booking online sees of it, under In online booking on the group:
- Not shown to clients: online booking holds one that is free and names none. Every group starts this way.
- Shown on the client's visit: online booking holds one that is free, and the client sees which on their confirmation, on their visit's page and in their account, with its picture and its description.
- Chosen by the client: the booking page asks which one after the person, showing each with its picture, description, how many it holds, its size, what is in it and what it is like. The times offered are those when the one chosen is free; Any that is free gives the most. The client sees which they have on their visit. Moving the visit online keeps the one they chose, while one held as any that is free may change for another. The visit's history says what the client chose, so whoever moves it at the desk knows.
It is set for each group, so a spa can let clients choose their treatment room while its equipment stays out of sight. With more than one location, the booking page offers what is at the location chosen, or at every location. A group with only one at that location asks nothing; that one is held and shown. Notes for the team are never shown to clients.
Taking one off the list
Open it and choose Remove from the list. It comes off the calendar, the booking panel and online booking. One that was booked before, or used for a training, is kept for the record of those visits. A group can be deleted once nothing is in it.
Through the API and assistants
GET /resources lists them, with their groups, what clients see of each group online, what each holds and is like, where each is and the services that need it. GET /availability takes a resourceId from a group clients choose from, for the times that one is free. Ask the assistant "Which room has the LED lamp?" or "How many does Studio A hold?".
Best practices
- Give each one a picture. The team learns "Room 2" by its photo faster than by its name.
- Say how many it holds for anything that takes more than one person, so a couples booking goes to the right room.
- Keep What it is like to what helps someone choose: by the window, quiet, step-free.
- Put each room at its location as soon as you open a second one.
- Let clients choose only where the choice matters to them, such as a couples room or a studio. Choosing narrows the times they see.