Overview of Rooms and Equipments in Calendars

Rooms and Equipments

In this article, you will learn more about the Rooms and Equipment feature. This feature was designed specifically for service-based businesses. This means business that operate in a physical room (on a location) and require specialized equipment to provide the service.

Rooms

A 'room' represents any location where the services are provided and you offer your service.

Examples: A gym, massage room, pedicure, dental office, etc.

Equipment

The equipment refers to the tools and devices that businesses use to provide their services.

Examples: A bicycle in a spinning center, a massage bed, salon chair, a dental chair, etc.

How to use Rooms & Equipments?

Here's how to use this feature effectively:

Create Rooms and Equipment: Edit this to fit your needs
Associate with Service Calendars: Link these rooms and equipment to your service calendars. This way, each booking will automatically reserve the required rooms and equipment.
Avoid Double Bookings: When handling bookings, the system will consider both user availability and the availability of rooms/equipment. This helps prevent double bookings not only with staff members but also with rooms and equipment.

Step 1: Creating a Room

Access Calendar Settings and Enable Rooms:

Go to your account and navigate to Calendars > Calendar Settings.
Under Preferences > In-App Preferences, toggle on Rooms and Equipments.

Once you've enabled the feature, a new 'Rooms' tab will appear.
Under the 'Rooms' tab > Click on Create Room.

Enter the following information:
- Room Name: Assign a unique name to the room.
- Description: Briefly describe the room's purpose.
- Room Capacity: Specify the maximum number of appointments that can be scheduled in the room simultaneously. This determines how many bookings can overlap in the same room.

Select the calendars that are associated with this room. Whenever an appointment is booked on any of the associated calendars, the room will also be booked automatically.

For example, if you have two service calendars, such as 'Body Massage' and 'Head Massage,' both associated with the same room called 'The Massage Room,' specifying a room capacity of 2 means that two appointments can occur simultaneously.

If one appointment is already booked on one calendar, users can still book another appointment for the same time slot in either calendar. However, if two appointments are already booked, there will be no available slots. This considers both user availability and room availability to ensure efficient scheduling.

Following these steps, you can efficiently create and configure rooms in your scheduling system. This ensures a seamless booking process and effective resource allocation.

Step 2: Creating an Equipment

Go to your account and navigate to Calendars > Calendar Settings.
Under Preferences > In-App Preferences, toggle on Rooms and Equipments.

Once you've enabled the feature, a new 'Equipment' tab will appear.
Under the 'Equipment' tab > Click on Create Equipment.

Provide the following details:

Assign a unique name to the equipment.
Add a brief description to clarify the equipment's purpose.
Specify the total number of available equipment units.
Enter the count of equipment units that are currently non-functional, require repair, or are out of service.
Choose the calendars you wish to associate with this equipment.

Note: You can only link one piece of equipment to each calendar. For example, if you have a 'Laser Machine,' it can be connected to multiple calendars, but each calendar can only have one equipment, 'Laser Machine' associated with it.