If you have any services that require the use of resources (e.g. a room, a piece of equipment), you'll need to create resources. The resource feature allows you to take into account your resources' availability when booking, such that a service will only be bookable if at least one of its assigned resources is also available.
What are resources ?
Resources are any assets that are required for the carrying out of a service. They are assigned to services in the same way that staff members are. Resources can be used for appointments or rentals.
If you assign a resource to a service, your service will only be bookable if at least one of its assigned resources is also available.
*Note: this requirement can be bypassed.
Create a resource
To create a resource, follow these steps:
Go to the "Resource" tab
Click on the "Add a new resource" button
Name the resource
Assign the resource to a category
Select a resource type
If your resource is meant to be used for appointments, select "For appointments"
If your resource is meant to be used for rentals, select "For rentals"
Click "New"
Next, fill out the following sections:
For appointment resources:
Resource Details
Resource Name
Category
Description (optional)
Assigned Services (only services of type "Appointment" will appear in the list)
Availability Schedule (this operates the same way as personnel work schedules)
Open Business Hours: if chosen, the resource's availability will match your business hours.
Weekly Work Schedule: if chosen, the resource's availability will be based on the work schedule you set for it.
Calendar: if chosen, the resource will be considered as unavailable by default; you'll need to create available time slots in the Calendar tab to make it available for booking. This is useful if your resource's availability often changes.
Setting an availability schedule for your resource is very important, because the resource availability affects the time slots shown to your clients when booking services online (depending on your online personnel selection and time selection modes); see here for more details on this.
Booking Rules
Appointment Interval: this determines the time interval between available time slots displayed to the clients.
Share with all personnel: if enabled, the resource will can be booked by all staff members.
For rental resources:
Resource Details
Resource Name
Category
Item identification
Item location
Replacement Value (only relevant if you are integrated with Lightspeed)
Description
Assigned Services (only services of type "Rental" will appear in the list)
Access a resource's calendar
In the Calendar tab, select "Resources" as shown below:
Manually book an appointment that requires a resource
When creating an appointment with a service that requires a resource, you'll be able to select a resource in the creation window, as shown below:
The availability of the resource (based on the appointment time and the resource's interval) is displayed below the title.
You can only add one resource per appointment.
Delete a resource
Follow these steps to delete a resource:
Go to the "Resources" tab
Check the box of the resource(s) you want to delete
Click the Options icon
Click "Delete"
If, at the time of deletion, the resource is assigned to at least 1 upcoming appointment, you will get a warning message.
If you choose to delete the resource anyway, those appointments won't be affected.
Activate/deactivate a resource
Resources must be listed as "Active" for them to be available for booking. When creating a resource, it will be listed as active by default.
When a resource is not in working condition (or you simply do not want to make it available for booking), list it as "Out of order".
Services of type "Rental" that have no associated active resources cannot be booked. To make it available for booking, ensure that the service has at least one associated active resource.