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Resources


If your salon has limitations regarding how many services that can be performed at the same time, you can manage that with the help of resources. With the use of resources, the system will make sure that you never get double-booked, without missing out on possible appointments. For simplicity, let's go through a few examples to better understand the concept:

  1. At a beauty spa, there are three staff members working who all can perform a massage. However, you only have two massage beds, which means that you can never serve more than two massages at the same time. With the use of resources, the system will make sure that you'll never get too many massages booked at the same time.
  2. At a hair salon, you have two stylist chairs. One of the chairs is equipped to let you do both women's and men's haircuts. The other chair does not have as much equipment and only allows for men's haircuts. That means that at any one time, you can have one of the following:
    • 1 women's haircut and 1 men's haircut.
    • 2 men's haircuts.
    But you can never serve 2 women's haircuts at the same time!
  3. At a massage salon, you offer both regular massages and couples massages. You have two rooms: One with a single bed, and one with two beds. You want the couples massages to be performed in the 2-bed room, and you want the single massages preferably to be performed in the 1-bed room. But if the 1-bed room is busy and another client wants to book a single massage, you want to use the 2-bed room for that, rather than passing up on that appointment. At any one time, you can have one of the following:
    • 1 Single massage and 1 Couple's massage (3 persons in total).
    • 2 Single massage – 1 in each room (2 persons in total – one of the beds in the 2-bed room will not be utilized).
    But you never want to serve 2 clients from different appointments in the same room at the same time!

We will now go through how you would make the setup for each of these examples.


1. Two massage beds

We start by going into Setup -> Resources -> Resource types. Tap Add resource type and type "Massage bed". Tap Create. Now you're going to create 2 items of the type you just created. Step back out of this page and into the Resources -> Resources page. Tap Add resource, select Massage bed. Leave the default name "Massage bed 1" as it is and tap Create. Create a second massage bed by repeating the last step once more. Your resources page should now look like this:

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Now we step out of the resources pages and go into Services -> Service types. Create a new service type (or select an existing one to edit). Near the bottom, at the section Resource requirement, tap the button that says No resource requirement, which will take you into the resource requirement menu. Tap Add requirement. There, you should now have the type you created (massage bed) listed. The digit to the right is currently 0. We need to change it to 1 to let the system know that this service requires 1 massage bed. Tap on it, change the number to 1 and tap OK. The page should look like this:

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Move one step further back to the Resource requirement, it should look like this:

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Step back out to the service type page, it should now read 1 resource requirement, like this:

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And that's it! You now have a service type, "Massage", configured so that it's not possible to book more than two of them during the same time. Now, once an appointment with this service type is booked, the system will automatically assign suitable equipment, which can be seen in the appointment window:

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2. Two stylist chairs

In the next example, you will have 2 different service types (women's and men's haircut) and 2 different resource types:

  • Basic stylist chair where men's haircuts can be performed
  • Advanced stylist chair where both men's and women's haircuts can be performed

In this case, we start by creating two resource types. We'll name them "Basic chair" and "Advanced chair". For each of these resource types, we create one resource. In the Resources -> Resources page, you should now have:

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Next, we add a service type called "Women's haircut". To this service type, we add a resource requirement of 1 Advanced chair. The resource requirement for this service type should look like this:

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Now we create the men's haircut. Remember, this service can be performed in either the basic chair or in the advanced chair. First, go into the resource requirement and add a requirement of 1 Basic chair. Then exit the menu and tap Add alternative requirement. Now select 1 Advanced chair. Step out of the menu, the resource requirement for the men's haircut should now look like this:

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Ok, that's it! We have now created a service type, "Women's haircut", that requires an advanced chair, and another service type, "Men's haircut", that requires either a basic chair or an advanced chair. If a men's haircut is booked when both chairs are available, the system will prioritize the basic chair, leaving the advanced chair available in case someone wants to book a women's haircut.

Important: Make sure that you have two separate alternative requirements, as in the image above. You should not have a single requirement that says: 1 * Basic chair + 1 * Advanced chair ! That would mean that the service requires both 1 Basic chair and 1 Advanced chair, which wouldn't make sense in this example.


3. Couple's massage room

In our third example, we have a salon with three massage beds, two of which are located in the same room. Here we'll go over how to make sure that the two massage beds in the same room will never be booked at the same time unless they are booked within the same service (couples massage).

Start by creating a resource type, "Massage bed". Create 3 resources of this type:

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To make sure that two of these beds will never be booked at the same time in different appointments, we are going to take advantage of a Resource group. Move out of the resource page and into the Resources -> Groups page. Tap Add group. Give the group the name "Couple's massage room". Under Resources, tap the button Add. Select Massage bed 1. Tap the Add button once more and add Massage bed 2 to the group as well. The resource group should look like this:

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In the service types page, add a service type called "Massage" with a resource requirement of 1 Massage bed in the same way as we did in example 1. Now we'll add a second service type, called "Couple's massage". Set Nbr of clients to 2 and Nbr of staff members to 2. Under Resource requirement, add a single requirement of 2 massage beds. It should look like this:

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The complete service type should then look like this:

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And now the configuration is complete! Whenever a regular massage is booked, the system will prioritize Massage bed 3, since it doesn't belong to a group. When a couples massage is booked, the system will prioritize massage beds 1 and 2, since the two required massage beds matches the group that we created.