Resources in Services

Overview

Resources represent physical assets such as rooms, chairs, or stations that are required to deliver a service. Assigning resources to services ensures that when the service is booked, the associated resource is also reserved — preventing double bookings and keeping availability accurate.

Resources should be created only when availability matters. For example:

• ❌ A scissor does not need to be created as a resource for a haircut, since there are usually plenty.

• ✅ A haircut chair should be created as a resource if there are only 2 chairs available. Even if 3 staff are free, only 2 appointments can be booked simultaneously because of the chair limitation.

Note: Currently, each service can book only one resource at a time, but you can assign multiple resources (e.g., Chair 1 and Chair 2). The system will automatically book any available one of them.

Why Resources Matter

• Prevent Double Bookings: If a required resource is unavailable, the slot will not be bookable.

• Control Capacity: Resources can limit how many appointments are allowed at the same time, based on their defined capacity.

Capacity vs. Quantity

It’s important to distinguish between resource quantity and resource capacity:

• Quantity: Create a separate resource for each physical unit (e.g., Room 1, Room 2, Room 3).

• Capacity: Set how many people/appointments that unit can handle at once (e.g., Room 1 has a capacity of 4).

Example:

• A spa has 3 rooms → create 3 resources: Spa Room 1, Spa Room 2, Spa Room 3.

• If Spa Room 1 can host 4 people at the same time → set its capacity to 4.

How to Create a Resource

1. Navigate to Calendar > Calendar Settings > Services > Resources.

2. Click + New Resource.

3. Enter the Resource Name and optionally a description.

4. Select Service(s) that will use this resource.

5. Select Location(s) where the resource is available.

6. Define the capacity for each location (if multiple).

7. Save your changes.

Once created, the resource will be automatically reserved whenever its associated services are booked.

Assigning Resources to Services

When creating or editing a resource, you’ll need to:

• Assign Services – Select which services require this resource.

• Assign Locations – Choose where the resource is available (useful if you operate multiple locations).

• Set Capacities – Define the maximum capacity for each location for flexible scheduling.

You can assign resources either from the Services tab or directly in the Resources tab. Once linked, the system will automatically block off that resource whenever its assigned service is booked. If the resource is not available at the requested time, the appointment cannot be scheduled.

Best Practices

• Only create resources for real limiting factors (e.g., treatment rooms, chairs, machines).

• Use clear, descriptive names (e.g., Spa Room 1, Haircut Chair 2).

• Always set the correct capacity to avoid overbooking.

• Assign resources consistently across locations to keep scheduling accurate.

Resources make sure your services are not just staff-dependent, but also tied to the real-world assets required to deliver them. This ensures smoother scheduling, accurate availability, and a better customer experience.