Overview of Room Sharing

Depending on your business' scheduling operations, you may need to use a Room (fixed resource shared by multiple Staff Members) in which you conduct your Appointment's Service. In these cases, you need to enable Rooms and define the availability rules of each Room. Oftentimes, there are less Rooms (or equipment) than there are Staff Members.

In this article, we'll review how to set up a Room, set it's schedule and assign Services that can be conducted in the Room.

Managing Rooms

The Rooms link will allow you to view available options for Appointments in the current Location.

The display order of the Rooms can be adjusted by changing each Room's sort order value. Simply enter a number in the Room you wish to move and then click outside of the field or tab away. The list will update to display the new order. If 2 or more Rooms share the same sort value, the list will apply a secondary alpha-numeric sort criteria to the list items.

To edit any of the available Rooms, simply click on the Room's name.

Note: Rooms are enabled in the Classic application. Connect with your administrator to determine if this is a feature that should be added to your scheduling system. Once enabled, a Room becomes a required selection for Appointment scheduling.

Create or Edit a Room

You can edit existing Rooms by clicking on the name or click Create New to add a new Room. On the following page you will be able to update or create:

1. Room Name (required)
2. Screen Name (required)
   1. This will display to users when booking an Appointment
   2. May be the same or different from the Room Name
3. Identify if the Room is available from the Customer View
   1. Clicking the checkbox will prompt your Customers to select a Room during the self-service booking process.
4. Status of the Room: Active or Inactive

Setting up a Schedule

When you are adding a Room within which Appointments will be scheduled, a standard schedule (based off the Location's open hours) will be offered by default or you can adjust the times to create a custom schedule. You would create a custom schedule if the Room is available for less hours that the business is open. For example, if you are setting up a piece of equipment that needs daily maintenance at a set time, the custom schedule would exclude the daily maintenance time to prevent users from booking this equipment during the maintenance. 

When you have completed the schedule, click Finish. Your new Room is then created.

Note: For existing Rooms, you can view their available Services by clicking this link under the Room's name at the top of the page.

Choosing Services

The next step in configuring your Room is to determine which Services are offered or supported. From the list of Rooms, click the name of the new Room. From this Room's view, you can click the Services page will list the Services currently available within the Location and assigned to be offered in this Room. If any Services should not be be offered in this Room, simply click the checkbox and then click Unassign. To unassign all Services, click the checkbox on the top row to select all records.

You can further customize the Services by modifying the days on which the select Services can be offered in this Room. By default, any Service is available all days. To change the default settings simply click the Days Offered dropdown and uncheck the checkbox for day(s) where the Service isn't available to be offered in the current room. Click Apply to save your changes.

Room Information in Other Languages

When in Edit mode, a field for Language is shown. The default selection for this field is English. The Room information will initially display the English content. If fields in English are blank, you may enter information in those fields to complete the Room details. Save any changes or, upon switching languages, you'll be prompted to Save and Switch. 

To select a different Language, click English and choose another language option. The page will update to display the Room form in the selected language. The fields will initially display with the English information, but you may edit the following fields: 

• Room Name
• Screen Name

When you have completed entering information for the current language, Save changes.

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Article published January 2, 2019

Supports Single Appointments version - Available on all pricing tiers