Setting up Resources Helps Prevent Overbooking

Training Department

A common concern when booking appointments is determining the number of rooms or pieces of equipment available for the appointment time. Setting up resources can help alleviate overbooking your stations and make the booking process easier for anyone working your front desk!

CREATE RESOURCES

Click on Appointment on the Menu Bar and select “Rooms / Equipment Resources” from the drop down menu. You will need to enter every single room, station, or piece of equipment that is shared and that must be available for booking an appointment.

RoomsEquipmentResourcesList

CREATE RESOURCE CATEGORIES

Once your individual resources are entered, you will need to add them to categories. The resource category contains all of the available resources that can be scheduled at the same time.  You will not be able to use resources without setting up categories.

Setup of resource categories can be reached by clicking on Appointment on the menu bar and selecting “Assign Resource to Categories” from the drop down menu.

ResourceCategories

Enter a name for the resource category. Your resources will show in the box to the left, under Available Resources. Use the small blue buttons between the boxes to move resources relevant to the category to the box marked Assigned Resources. You can change the order that resources will be booked by using the small blue up and down arrows. When done, save the category.

PICK A CATEGORY WHEN BOOKING

Once categories are created, you can assign the category during appointment booking.

scheduleappointmentscreen

OR AUTOMATICALLY RESERVE A RESOURCE WHEN A SERVICE IS BOOKED

You can also add the category to services, which will automatically reserve one of the resources. To do this, click Inventory on the menu bar and select “Services” from the drop down menu. Double-click over the record to open the service, and choose the resource category in the 1st Resource selection box. Save when done.

ServiceEditPriceTab

With this set, each time the service is booked the applicable resource is reserved!


For assistance setting up resources & resource categories,
contact Technical Support at 407-253-0913.

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