Resources can be allocated to an appointment to reserve a room or piece of equipment, and to prevent double-bookings. Common examples of resources include rooms, pilates equipment, cars, laser machines, 3D scanners, and X-ray machines, depending on the profession.
Creating a Resource
To create a resource, go to Settings > Appointment Book > Resources.
Click Edit.
Select Add.
Choose a name for the resource and select one or more businesses where that resource is available. You can also choose a colour for the resource, which is will be displayed on the appointment. You can learn more about this below.
By clicking Access, you can choose specific practitioners that will have access to the resource.
Click Save to finalise your changes.
Choosing Default Resources per Appointment Type
If a resource should always be allocated to a specific Appointment Type, you can set the resource as a Default Resource. Any time that Appointment Type is booked, it will attempt to reserve the resource.
This feature also works with the Find Times, Waiting List and Online Booking tools so that times are only suggested when the resource is available and not already booked.
To configure a Default Resource, go to Settings > Appointment Book > Appointment Types and select your Appointment Type in the list.
Here you can nominate the default resources for this Appointment Type.
If multiple of the same resource type are available, for example, rooms or cars, you can also specify that you only need one of those resources when booking the appointment.
You can learn more about Appointment Type Details by clicking here.
Allocating a Resource to an Appointment
To add a resource to an appointment, select the Appointment and then select Appointment Details.
You can allocate Resources using the drop-down menu that appears when clicking below the Resources header.
Only resources that are available at the selected time. If the resource you're looking for does not appear in the list, it is likely already booked at that time, or unavailable to the business/practitioner.
After choosing the resource, select Save to finalise your changes.
By allocating this resource to an appointment, it will not be possible to assign the resource to another appointment at the same time.
Viewing Allocated Resources on the Appointment Book
When allocating a colour to a resource, you have the option to display a coloured indicator on the appointment, making it easy to see at a glance what resource is assigned to an appointment.
Colours for your resources can be chosen in Settings > Appointment Book > Resources.
Each PracSuite user can decide whether to display the resource colours in their appointment book settings, found in the bottom left corner of the appointment book.
When enabled, a coloured square is shown on the appointment. If no colour is assigned to the resource, you won't see the colour square. The resources allocated to the appointment are also displayed in the appointment tooltip, including the colour if set.
You can view up to 2 resource colour indicators. If an appointment has more than 2 resources, you'll instead see a number indicating how many resources are allocated to the appointment. The details of the allocated resources will still be displayed in the tooltip.
