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Introduction

Resources represent physical assets in your business that are needed to perform services. Examples include:
  • Treatment rooms
  • Styling chairs
  • Massage tables
  • Equipment (lasers, machines, etc.)
  • Workstations
Resources help you track utilisation, see real-time availability of shared equipment, and filter your scheduler to see resource-specific appointments.

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Where to find Resources

Resources live under the Team & Resources menu in the sidebar — open Team & Resources > Resources. (Resources were previously found under Settings; they now have their own top-level home alongside your team.) The Resource Schedule roster — a calendar view of every resource’s operating hours, out-of-service periods and blocked time in one place — sits under the same Team & Resources menu.

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Enabling Resources

Resources are an optional feature that can be enabled per location. To enable Resources:
  1. Go to Team & Resources > Resources
  2. Find the Resource Management toggle
  3. Turn it On to enable resources for this location
Once enabled, you’ll see the Resources management section appear below the toggle.
Resources settings page showing the enable toggle and list of resources with drag-to-reorder handles

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Managing Resources

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Creating a Resource

  1. Navigate to Team & Resources > Resources
  2. In the Resources section, click Add Resource
  3. Enter the resource name (e.g., “Room 1”, “Chair A”, “Laser Machine”)
  4. Optionally add a description (e.g., “Ground floor, window view”)
  5. Set the Capacity (see Resource Capacity below)
  6. Click Save

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Editing a Resource

  1. Click anywhere on the resource row to open the edit panel
  2. Modify the resource name, description, and capacity
  3. Click Update

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Reordering Resources

Resources can be reordered using drag-and-drop to set priority for auto-assignment:
  1. Hover over a resource row
  2. Click and drag using the drag handle (grip icon) on the left
  3. Drop the resource in the desired position
  4. The new order is saved automatically
Note: Resource order determines priority for automatic assignment when booking online appointments.

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Resource Capacity

Each resource has a capacity setting that controls how many units of the resource are available at the same time. Services are then configured to consume 1 or more units per booking, which lets a single physical room host different “tiers” — e.g. group, semi-private, and private bookings — without manual juggling.

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How Capacity Works

A booking is allowed only when the units already committed across overlapping bookings + the new booking’s units ≤ Resource.Capacity. A booking’s units are its people per booking × units per person (a whole-space booking takes the full capacity). Existing bookings that pre-date this feature are treated as 1 unit each, so behaviour is unchanged until you configure a service otherwise.

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Setting Capacity

  1. Click on a resource to edit it
  2. Find the Capacity field
  3. Choose Unlimited or enter a specific number (minimum 1)
  4. Click Update
If you reduce capacity, the form shows an inline warning to remind you that existing bookings keep their committed units (so nothing breaks), while new bookings respect the lower cap.

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Capacity in the Dashboard

When assigning resources to appointments in the scheduler:
  • Available resources appear normally in the dropdown
  • Resources approaching capacity show usage (e.g., “2/3 booked”)
  • Resources at full capacity show “Full (3/3)” with a warning — you can still select them, creating an overbooking
  • Resources with unlimited capacity never show as full

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Capacity in Online Booking

When a resource reaches capacity for a time slot, online booking automatically hides that slot from clients if no other eligible resource is available. Clients never see resource names, capacity, or availability details — they simply see available time slots.

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Common Capacity Examples

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Worked Example — Multi-Tier Pilates Reformer Studio

A Pilates reformer studio with capacity = 6 (six reformers) can host several tiers concurrently — without double-booking — using each service’s room-sharing settings: Mixing is allowed up to the room’s capacity, e.g. one Duet (2 people) + four Open sessions (4) = 6 = full.
Choosing between a shared session, a private hire, a party where each guest needs their own team member, or a discounted duo? Start at Bookings for more than one person — its decision table points you to the right service setup before you configure capacity here.

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Resource Operating Hours and Out of Service

Resources have their own schedule, just like team members do. This lets you say when a room, chair or piece of equipment is actually available — and take it offline for maintenance — without touching your business opening hours or any team member’s roster.
Operating hours and out-of-service periods are entirely optional. A resource with no schedule of its own simply follows your business opening hours (set in Settings > Scheduling) — so you only need to configure this for resources that keep different hours or need scheduled downtime.

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Operating Hours

You can give a resource a recurring pattern of available hours, plus one-off custom hours for specific dates:
  • Default operating hours — a recurring schedule (which days, and the start/end times each day). Each day can repeat every week, every N weeks, or monthly on the nth or last weekday. For example, a hydrotherapy pool that is only open Monday to Friday, 9 AM – 5 PM, even though the business itself trades on Saturdays; or a specialist room that opens only on the last Friday of every month.
  • Custom operating hours — a one-off override for a single date (e.g. the pool opens late for a deep clean on one particular Tuesday). Custom hours replace the default pattern for that date only.
  • Fallback — on any day the resource’s schedule does not define, it inherits your business opening hours. An empty schedule means the resource is available whenever the business is open.
Resources use operating hours; team members keep working hours. It’s the same idea — when the resource or person is available — worded to suit each.
When a resource is outside its operating hours, it is unavailable for that time — online booking will not offer slots that need it, and the dashboard shades those hours on the resource’s scheduler column.

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Out of Service

Mark a resource out of service when it is unavailable for a stretch of time — most often for maintenance, servicing or repair. Choose a reason so your team can see why at a glance: Maintenance, Repair, Cleaning, Deep clean, or Other. (These are resource-appropriate operational reasons — not staff leave types.)
  • Set a start and end (all-day, or a partial window with specific start/end times), pick the reason, and add an optional note with more detail (e.g. “Laser servicing”).
  • While a resource is out of service, it cannot be booked. Online booking hides any slots that depend on it (unless another eligible resource is free), and the dashboard shades the period on the resource’s column.

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Blocking a Resource for a Specific Time

For a shorter, one-off closure you don’t need a full out-of-service period — you can add a blocked time directly against a resource on the scheduler (the same way you block out time for a team member). The resource is then unavailable for that window and online booking removes the affected slots.

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How It Affects Online Booking

Operating hours, out-of-service periods and blocked times all remove slots from online booking when a required resource is unavailable and no other eligible resource can cover the booking. As always, clients never see resource names, schedules or the reason a slot is missing — they simply see fewer available times.

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Archiving a Resource

Archiving a resource removes it from active use while preserving historical data.
  1. Click on a resource row to select it
  2. Click the Actions dropdown button
  3. Select Archive
  4. Confirm the action in the dialog
Note: You cannot archive a resource that is currently linked to active services. Remove the resource from those services first, or archive the services.

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Restoring an Archived Resource

  1. Click Show Archived to see archived resources (button only appears if archived resources exist)
  2. Find the archived resource in the “Archived Resources” section that appears below
  3. Click the Restore button next to the archived resource
  4. The resource will be restored to active status
Note: The button text changes to “Hide Archived” when archived resources are visible.

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Permanently Deleting a Resource

Permanent deletion is only available for archived resources. Active resources must be archived first.
  1. Archive the resource first (see Archiving a Resource above)
  2. Show archived resources, then click the trash icon next to the Restore button
  3. A confirmation dialog appears — you must type the resource name to confirm
  4. Click Permanently Delete
You cannot permanently delete a resource that is linked to any services (including archived services). This ensures historical appointment data remains intact. Archive the resource instead, or remove it from all services first.

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Assigning Resources to Services

Resources are assigned at the service level, defining which resources are eligible for that service and whether a resource is required.

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Setting Eligible Resources for a Service

  1. Go to Settings > Service Catalogue
  2. Click on a service to edit it
  3. In the Resources section:
    • Toggle Require resource ON if this service must have a resource assigned to be booked
    • Select which resources are eligible for this service from the checklist
  4. Click Save
A service can have multiple eligible resources. When booking an appointment, you can select any of the eligible resources.

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Require Resource Toggle

The Require resource toggle controls whether a resource must be available for this service to be booked:
You can list eligible resources for a service without requiring them. This lets staff optionally assign a resource when booking in the dashboard, without blocking availability when resources are unavailable.

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Using Resources in Appointments

When creating or editing an appointment, you can assign a resource to each service.

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Assigning a Resource During Booking

  1. Create or edit an appointment
  2. For each service line item, click Edit to modify the service details
  3. In the edit mode, you’ll see a Resource dropdown (only if the service has eligible resources)
  4. Select the appropriate resource from the list of available resources
  5. The dropdown shows availability status - resources marked as “Busy” are already booked for that time
  6. Click Save to confirm the resource assignment

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Resource Availability Checking

The system checks resource availability in real-time using capacity-aware logic:
  • Available resources appear normally in the dropdown
  • Partially booked resources show usage count (e.g., “2/3 booked”) when the resource has capacity > 1
  • Full resources are marked with “Full (3/3)” in red but can still be selected from the dashboard (creating an overbooking)
  • Busy resources (unlimited capacity) are marked with a “Busy” badge but can still be selected

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Viewing Resource Assignments

In appointment details, you can see which resource is assigned to each service:
  • The resource name appears below the team member name with a door icon

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Scheduler Resource View

The scheduler supports two grouping modes, letting you view your calendar by team members or by resources (rooms, chairs, equipment).

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Grouping Modes

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Switching Modes

  1. Click the Team or Resources button in the scheduler header to open the filter dropdown
  2. At the top of the dropdown, select Team members or Resources to switch modes
  3. The scheduler remounts with the new column layout

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Column Toggles

In both modes, toggles work identically — they show or hide columns:
  • In team mode: Toggle individual team members on/off to show/hide their columns
  • In resource mode: Toggle individual resources on/off to show/hide their columns
At least one item must be toggled on in the active mode.

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What Appears in Resource View

  • Appointments with resources: Displayed under the resource column they are assigned to
  • Resource-only appointments: Appointments for resource-only services (no team member assigned) appear here under their assigned resource column. This is the primary way to view and manage these appointments
  • Blocked time: A blocked time created against a resource appears under that resource’s column. (Blocked time created against a team member stays in team mode.)
  • Out of service: Periods where a resource is marked out of service (for maintenance or repair) are shaded on that resource’s column, so you can see at a glance when it is unavailable
  • Appointments without resources: Not visible (they have no resource column to appear in)
  • Operating hours shading: Shown based on each resource’s own operating hours. A resource with no schedule of its own falls back to your business opening hours (see Resource Operating Hours below)

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What Appears in Team Mode

  • All appointments for selected team members, including those with and without resources
  • Blocked time and time off are visible
  • Work hours shading is shown based on each team member’s schedule

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Mode Persistence

Your selected mode and column toggles are saved automatically and persist across sessions. When you return to the scheduler, your previous mode and selections are restored.

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Best Practices

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Naming Resources

Use clear, descriptive names that your team will easily recognise:
  • “Room 1 - Facial Suite” (descriptive)
  • “Chair A - Front” (location-specific)
  • “Laser - Soprano” (equipment-specific)

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Resource Planning

Consider your resource needs when setting up:
  1. Identify shared resources: Equipment or rooms used by multiple team members
  2. Define service requirements: Which services need which resources
  3. Set up eligible resources: Ensure services are linked to appropriate resources

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Monitoring Utilization

Use the scheduler’s resource filter to:
  • View how resources are being utilised throughout the day
  • Identify booking gaps or overbooking
  • Plan maintenance or downtime for equipment

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FAQs

Q: Can a service have multiple eligible resources? A: Yes. You can select multiple resources as eligible for a service. When booking, you can manually choose which specific resource to use from the dropdown. Q: What happens if I archive a resource that’s assigned to future appointments? A: Existing appointments retain their resource assignments. However, the archived resource won’t be available for new bookings. Q: Can I assign multiple resources to a single appointment service? A: A single service reserves one resource — its eligible resources are interchangeable options (e.g. Room 1 or Room 2), not a set held together. To reserve two different resources at the same time (e.g. a barrel sauna and an ice bath), create a resource-only service for each and combine them in a parallel bundle: both are reserved for the same slot, and it’s only offered when both are free. Keep each service pointed at only its own resource. See Team members and resources: every setup for worked examples and FAQs. Q: Why can’t I delete a resource? A: Resources must be archived first before they can be permanently deleted. Even then, resources cannot be permanently deleted if they’re linked to any services (including archived services). This preserves historical data integrity. Archive the resource instead, or remove it from all services first. Q: How do I see all appointments using a specific resource? A: Use the scheduler filter. Click the “Team and resources” button, then select only the resource(s) you want to view. The scheduler will show only appointments with those resources assigned. Q: Why don’t I see the Resources section? A: Resources must be enabled under Team & Resources > Resources. Toggle the “Resource Management” setting to On. Q: What does “Busy” or “Full” mean in the resource dropdown? A: “Busy” indicates the resource is already booked for that time slot (for resources with unlimited capacity). “Full (3/3)” means the resource has reached its capacity limit. You can still select either from the dashboard, but this will create an overbooking situation. Q: What is resource capacity? A: Capacity controls how many concurrent appointments can use a resource in the same time slot. For example, a wash basin area with 2 basins can be set to capacity 2, allowing two appointments to use it simultaneously. Resources default to unlimited capacity. Q: How does “Require resource” work? A: When a service has “Require resource” enabled, a resource must be available for the service to be bookable. In online booking, time slots are automatically hidden when no eligible resource has remaining capacity. In the dashboard, availability is shown but not strictly enforced — staff can still override. Q: What happens in online booking when a resource is at capacity? A: The time slot is hidden from clients — they simply won’t see it as available. Clients never see resource names, capacity details, or reasons for unavailability. Resources are managed entirely behind the scenes. Q: How are resources assigned in online bookings? A: Resources are automatically assigned during online booking. The system picks the first available eligible resource (by the order you’ve set under Team & Resources > Resources). Clients don’t see or choose resources — the assignment happens transparently. Q: Can a resource have its own operating hours? A: Yes. Each resource can have its own recurring weekly operating hours, plus one-off custom hours for specific dates. A resource with no schedule of its own simply follows your business opening hours, so you only need to set this for resources that keep different hours. See Resource Operating Hours and Out of Service. Q: How do I take a room or piece of equipment offline for maintenance? A: Mark it out of service for the period (all-day or a partial window), choose a reason (Maintenance, Repair, Cleaning, Deep clean or Other), and add an optional note. While a resource is out of service it can’t be booked, and online booking hides any slots that need it. For a short one-off closure you can instead add a blocked time against the resource on the scheduler. Q: Do resource schedules affect online booking? A: Yes. If a required resource is outside its operating hours, out of service, or blocked for a time slot — and no other eligible resource is free — that slot is removed from online booking. Clients never see resource names, schedules, or the reason a slot is unavailable.