Overview of Rooms and Equipment in Calendars

Overview of Rooms and Equipment in Calendars

Rooms and Equipment is a powerful feature tailored for service-based businesses that operate in a physical location and require specific tools or spaces for their services. This feature streamlines booking management by ensuring both the required rooms and equipment are available during appointments, preventing scheduling conflicts.

Key Concepts

Rooms

A "room" refers to any physical location where services are rendered.

Examples:

• A gym space

• Massage room

• Dental office

• Salon area

Equipment

"Equipment" encompasses the tools or devices needed to provide the service.

Examples:

• Spinning bicycle

• Massage bed

• Salon chair

• Dental equipment

How to Use Rooms & Equipment

1. Create Rooms and Equipment: Customize rooms and equipment based on your business needs.

2. Associate with Service Calendars: Link these rooms and equipment to relevant service calendars so that bookings automatically reserve the required resources.

3. Avoid Double Bookings: The system considers both staff availability and the availability of rooms and equipment to prevent overbooking.

Step-by-Step Guide

Step 1: Creating a Room

1. Access Calendar Settings and Enable Rooms:

   • Go to Calendars > Calendar Settings.

   • Under Preferences > In-App Preferences, toggle on "Rooms and Equipment".

2. Create a Room:

   • A new "Rooms" tab will appear.

   • Under the "Rooms" tab, click Create Room.

3. Enter Room Details:

   • Room Name: Assign a unique name.

   • Description: Briefly describe the room's purpose.

   • Room Capacity: Define the maximum number of simultaneous appointments allowed in the room.

4. Associate Calendars:

   • Select the service calendars linked to this room. Any appointment booked under these calendars will automatically reserve the room.

   • Example: If two service calendars, "Body Massage" and "Head Massage," are both linked to "The Massage Room" with a capacity of 2, two appointments can happen at the same time across either calendar. Once two bookings are made, no further slots will be available, factoring in both user and room availability.

Step 2: Creating Equipment

1. Enable Equipment Feature:

   • Similar to rooms, go to Calendars > Calendar Settings.

   • Under Preferences > In-App Preferences, toggle on "Rooms and Equipment".

2. Create Equipment:

   • A new "Equipment" tab will appear.

   • Under the "Equipment" tab, click Create Equipment.

3. Provide Equipment Details:

   • Name: Assign a unique name.

   • Description: Clarify the equipment’s purpose.

   • Available Units: Specify how many units are in working condition.

   • Out-of-Service Units: Mention any units that are non-functional or need repair.

4. Associate Calendars:

   • Choose the calendars linked to this equipment. Note that each calendar can only have one piece of equipment linked to it. For example, a "Laser Machine" can be connected to multiple calendars, but only one instance of "Laser Machine" can be associated with each calendar.

Best Practices for Efficient Scheduling

• Ensure room capacity aligns with the number of services that can be offered concurrently.

• Regularly update equipment availability to reflect maintenance or repairs.

• Link service calendars thoughtfully to avoid overburdening shared resources.

By following these guidelines, you can seamlessly integrate rooms and equipment into your scheduling process, ensuring smooth operations and optimized resource management.