Resources are items that are needed to offer certain services or classes that get shared by the staff on your account.
For example, say you own a massage parlor that has 2 therapists sharing 1 room - that 1 room would be your resource. If Therapist A has a massage booked in there, then Therapist B shouldn't be bookable at that time for a massage that requires that room.
In this help doc we'll cover -
In this example, let's say you are adding an appointment at your Atlanta, GA location for the Initial Consultation service. You'll notice that a new field - Resource - appears directly below Service & Class when you select the appropriate service -
However, if you don't want to apply the resource to this appointment, you can always set the Resource field as "Do not apply a resource to this appointment" -
If you choose to apply the Massage Table resource to the Initial Consultation appointment, that means that the resource will not be available for other appointments during that time.
How to Create a Resource
To create a new resource on your account, you'll need to navigate to Settings > Services & Classes > Resources and click on the green Add New Resource button -
This will take you to the Add New Resource flow, where you can set the following fields -
- Resource Name - This is where you give the resource a name.
- Location - Defines the location that the resource will be offered at.
- Services assigned to - Defines the services that the resource gets used for.
- This is a bundled resource - Determines if the resource gets bundled with any other resources for this service.
Once you're satisfied, you'll need to click on the Save button.
Resource Profile
Once you've created a resource, you will get taken to the Resource Profile page, which has 3 tabs - Overview, Open Appointments and Other Appointments.
To start, we'll cover the Overview tab, which displays the fields you defined while adding the resource -
To make any changes to these fields, you'll need to click on the blue Edit button. You'll notice that in the dropdown menu next to Resource Location, you'll see a list of all of your locations to select from -
Keep in mind that a resource can only be in use at 1 location at a time. If you have a resource with the same name at a different location, you'll have to create a new resource on your account for it.
Next, in the 'Services assigned to' field you'll see all the services that you offer -
Next, we'll talk about the Open Appointments tab, where you'll see all of the appointments that are set to use this resource that have an Open status -
You can send an email to all clients that have an Open appointment that uses this resource by checking the box next to the appointment and then clicking on the Send Email button -
That will pull up a window prompting you to Select Template for the email, and once you have selected 1 you will be allowed to make any desired changes to that template -
You can send the email by clicking on the green Send Email button. You can view the profile page of any of these appointments by clicking on the black View button next to them -
Lastly, if you would like to see appointments in Completed, No Show, Cancelled status for services that have had this resource applied to them, you'll need to go the Other Appointments tab -
You can export a list of these appointments by checking the boxes next to them and then clicking on the Export List button -
This will pull up a window where you can select which fields to show in the appointment list, and then you'll want to click on the green Export List button -
This will cause an .XLSX file to start downloading to your device.
Bundled Resources
When you bundle multiple resources together, you're in effect saying 'count all these bundled resources as 1 resource' for appointment booking purposes. Say your massage parlor requires both a Stretching Mat and a Massage Table for both your Initial Consultation and Private Session services. You could go to the resource profile of Stretching Mat and select Massage Table for the Resources in Bundle field -
Now anytime a client books an appointment that requires the Stretching Mat resource, the Massage Table resource will automatically get reserved for that appointment. So not only will no other clients be able to book an appointment that requires a Stretching Mat at that time, clients will also be unable to book an appointment that requires the Massage Table at that time.