Resources
Resources are the rooms, equipment or people that can be booked alongside an appointment — for example a consulting room, a piece of equipment, or an interpreter. Booking a resource with an appointment stops another user booking that same resource for the same time.
Why this matters
Booking a resource with an appointment prevents another user booking the same room, equipment or person for the same time. Restricting who can book a resource, and when, keeps specialist rooms and equipment reserved for the staff and times they’re needed.
Before you start
Managing resources requires one of the Account Owner, Account Administrator or Change Settings privileges.
The elements of a resource
| Field | Purpose |
|---|---|
| Resource Name | The name shown wherever the resource is selected, such as when booking an appointment. |
| Physical Location | Optionally, the location the resource belongs to. |
| Public Field | A description shown to clients on Self-Check-In screens and DiaryPage pages — for example Room 301 on third floor. |
Managing resources
Go to the Settings area and select Resources. The screen shows a list of your resources, showing each resource’s name and location.
Adding or editing a resource
Click Add Resource in the toolbar to create one, or click an existing row to edit it.
A resource with no Physical Location assigned is always available for selection, regardless of which location is chosen on the appointment.
User access
Every resource has a User Access setting:
- Allow All Users — any user can book the resource
- Allow Selected Users Only — a list of users is shown; highlight the users allowed to book the resource
Booking a resource as a user who isn’t on that list is a conflict that can’t be overridden — see Resource Permission in Time conflicts.
Work hours
Every resource has a Work Hours setting:
- Always Available — the resource can be booked at any time
- Available at selected times only — a toolbar with Add Available Time and Delete buttons appears above a grid of checkbox, From, To and Days columns
Click Add Available Time, or an existing row in the grid, to open the Work Hour Entry form — a Times section (earliest time, latest time) and a Days section (days of the week).
Booking a resource outside its available times is a conflict that can’t be overridden — see Resource Work Hours in Time conflicts.
Deleting a resource
Tick one or more resources in the list, then click Delete.
What to watch for
A resource with no location shows up everywhere
A resource with no Physical Location assigned is always available for selection, regardless of which location is chosen on the appointment. Assign it a location if it should only appear for one site.
Booking outside User Access or Work Hours
Both the User Access and Work Hours restrictions on a resource create a conflict that can’t be overridden — unlike most time conflicts, there’s no way to double-book past them. See Time conflicts for the full picture of what can and can’t be overridden.