Resources

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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 utilization, prevent double-booking of shared equipment, and filter your scheduler to see resource-specific appointments.

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Enabling Resources

Resources are an optional feature that can be enabled per location. To enable Resources:

1. Go to Settings > 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.

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Managing Resources

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Creating a Resource

1. Navigate to Settings > 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. 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 and description
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 appointments.

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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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Deleting a Resource

Permanently delete a resource that is no longer needed.

1. For active resources: Click the Actions dropdown, then select Delete
2. For archived resources: Click the trash icon next to the Restore button
3. Confirm the action in the dialog

Note: You cannot delete a resource that is linked to any services (including archived services). This ensures historical appointment data remains intact.

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Assigning Resources to Services

Resources are assigned at the service level, defining which resources are eligible for that service.

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Setting Eligible Resources for a Service

1. Go to Settings > Service Catalog
2. Click on a service to edit it
3. In the Eligible Resources section, select which resources can be used for this service
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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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:

• Available resources appear normally in the dropdown
• Busy resources are marked with a “Busy” badge but can still be selected (creating a double-booking)

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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 Filtering

The scheduler includes a powerful filter to view appointments by team members, resources, or both.

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Accessing the Filter

Click the Team and resources button in the scheduler header to access filtering options. The button shows a count of currently selected filters.

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Filter Presets

The filter dropdown includes these preset options:

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Custom Filtering

Below the presets, you can individually toggle specific team members and resources:

• Team members section: Toggle individual team members on/off to show/hide their appointments
• Resources section: Toggle individual resources on/off to filter by specific resources

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How Filtering Works

The filtering logic works as follows:

• If no resources are selected: All appointments are shown (no resource filtering applied)
• If any resources are selected: Only appointments with those resources are shown
• If no team members are selected: All team member appointments are shown
• If any team members are selected: Only appointments for those team members are shown

This applies consistently across all scenarios:

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Filter Persistence

Your filter selections are saved automatically and persist across sessions. When you return to the scheduler, your previous filter settings are restored.

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Best Practices

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Naming Resources

Use clear, descriptive names that your team will easily recognize:

• “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 utilized 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: Currently, each service in an appointment can have one resource assigned. If a service requires multiple resources, consider creating separate services or combining resources. Q: Why can’t I delete a resource? A: Resources cannot be 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 in Settings > Resources. Toggle the “Resource Management” setting to On. Q: What does “Busy” mean in the resource dropdown? A: “Busy” indicates the resource is already booked for that time slot. You can still select it, but this will create a double-booking situation.