Documentation

Main Menu -> Resource Management

Resource management allows you to manage physical resources (such as rooms, vehicles, equipment, etc.) and avoid double bookings. The system ensures that the actual capacity for each resource is respected, so that no service can book more than what is available. In addition, the "Capacity per service" feature gives you the ability to set individual booking limits for each service, so that resources are distributed evenly.

When it comes to booking, you define “Alternatives” – the individual entities (such as employees, machines or other resources) that can be booked. For example, at a spa you might have 3 alternatives (3 therapists), which would allow for 3 simultaneous bookings without any restrictions. If you only have 2 treatment rooms, Resource Management will ensure that a maximum of 2 bookings can be made at the same time, even though there are 3 alternatives.

The fields in Resource Management (with spa example)

1. Title

• What: The name of the resource. 
• Example: “Room Capacity – Spa.” This name represents the physical treatment rooms you have.

2. Color

• What: A hex color code to give the resource a visual distinctiveness in the calendar. 
• Example: You can choose a color that distinguishes “Room Capacity – Spa” from other resources.

3. Capacity

• What: The total amount of units available for the resource – the physical limit. 
• Example: If your spa has 2 treatment rooms, set Capacity to 2. This ensures that a maximum of 2 bookings can occur at the same time for spa treatments.

4. Select services

• What: Determine which services should be able to use this resource.
• Example: Check "Spa treatment" and "Massage" so that these services can only be booked with the room capacity you have defined.

5. Capacity per service

• What: Sets an individual booking limit for each service, regardless of the resource's total capacity. 
• Example: If the total capacity for "Room Capacity - Spa" is 2, you can leave this field at 0 (which means default: 1 room per booking). If for a specific service you want to limit bookings to, for example, 1 room per booking, you can enter 1 for that service.
• Purpose: This prevents one "Service" from monopolizing the entire resource if there are multiple "Alternatives" (such as 3 therapists), so that the system always complies with the physical limitation.

6. Create resource

• What: Click to save the resource, which then checks availability upon booking.
• Result: When you save, "Room capacity - Spa" will be registered in the system and used when booking to prevent overbooking.

Definitions

What is "Capacity"?

Capacity defines the total amount of units available for a resource – the physical limit.

• Example: If your spa has 2 treatment rooms, a capacity of 2 means that a maximum of 2 bookings can occur at the same time, regardless of the number of "Alternatives (Therapists)".

What is "Capacity per service"?

Capacity per service allows you to set an individual booking limit for each service.

• Example: If the total capacity is 2, but you want one service (for example, "Spa treatment") to never book more than 1 room per booking, set "Capacity per service" to 1 for that service.
• Purpose: This ensures that resources are distributed evenly between services, so that one service does not overuse the physical capacity.