Set Up Resources to Prevent Double Bookings

Key Takeaways

• Purpose of Resources: Resources are tools, rooms, or equipment assigned to specific services to prevent double bookings.

• Double Booking Risks: Double bookings occur when multiple clients are scheduled for the same resource at the same time.

• Resource Setup: Focus on services or equipment that are shared or exclusive to certain rooms or therapists.

Scenarios That Require Resource Setup

1. Fixed Equipment in a Specific Room

   • Example: A specialized machine located in a single room but used by multiple therapists.

   • Setup ensures only one appointment can be scheduled at a time for that machine.

2. Mobile Equipment

   • Example: A machine on a trolley that can move between rooms.

   • Assign the resource to the equipment, not the room, to allow flexibility without double booking.

3. Exclusive Therapist Services

   • Example: A treatment that only one therapist can perform.

   • Resources may not be required since only one person can handle the service.

Steps to Set Up Resources

• Identify Services Needing Resources

  • Review your service menu and highlight treatments or equipment prone to double bookings.

• Access Resource Settings

  • Go to the Setup menu and locate the "Resources" section (icon resembling a door).

• Add Resources

  • Click the Resources tab at the top of the screen and press New to add Resources (e.g. "Laser Machine" or "Massage Table 1."

  • Assign abbreviations and colors for easier identification in the appointment calendar.

• Create Resource Categories

  • Click the Resources Category tab at the top of the screen. Press New to add a resource category (e.g., "Massage Equipment" or "Facial Machines")

• Assign a Resource into the Resource Category
  • Press the Resource button at the bottom of the screen and add Resouces into the category.

• Link Services to Resources

  • Select the Service button at the bottom of the screen. move relevant services to the Resource..

• Finalize Setup

  • Save your settings and test the scheduling process to ensure resources are properly allocated.

Booking Appointments with Resources

• • Select Service: Choose a service that requires a resource.

  • Review Availability: The system will show available time slots based on resource availability.

  • Confirm Booking: Once selected, the resource is reserved for that client at the specified time.

Additional Tips

• • Use Colors and Abbreviations: Assign distinctive colors and abbreviations to resources for quick visual identification.

  • Test Before Launch: Ensure resources are correctly allocated by simulating bookings.

  • Update Regularly: Review and update resource assignments as services or equipment change.