Resources

Owned by Kim Saunders
Last updated: Jan 18, 2023 by Emily Carlson
4 min read

Table of Contents

Overview

Used to define the resources needed to provide the various services your club will offer.

Required Permissions

  • Professional Service Admin

Resources

The Resources tab is used to define the resources needed to provide the various services at your club. In most instances, these will be the rooms/locations/equipment used to perform services (i.e. Physical Therapy Room, Pilates Reformer, Cold Tub, Golf Simulator, etc.).   

Note: Not all services require a resource. For instance, if your club will be conducting personal training within your club’s general workout area, there will be no need to reserve a resource when booking personal training services. Resources only need to be defined for services where a specific room/location/resource needs to be reserved for the service.

To edit an existing resource:

  • Click on the resource in the left hand column. 

  • The resource information will open in the main window where changes can be made.

  • Scroll to the bottom to save changes.

To add a new resource: 

Resource General Information

  • Resource Name: The resource name entered in the New Resource Name box can be adjusted as necessary.   

  • Active Start Date: The date the resource/room will become active and appear within the club schedule as available. 

  • Configure active end date? checkbox: Controls whether your club wants to define a date where the resource/room no longer appears on the schedule as available for booking (ex: room is unavailable due to maintenance). Check this box to set the active end date. Leave this box unchecked if the resource/room is to remain on the schedule indefinitely for services.

  • Active End Date: The date the resource/room is no longer available for booking.

  • Description: Information about the resource/room (optional)

Resource Schedule 

  • The resource/room schedule automatically defaults to the System Open Time and System Close Time set for the Professional Services/Lessons system in the System Settings; however, it can be adjusted if necessary.

    • Note: When setting the resource schedule, the start and end times are limited to the System Open Time and System Close Time set for the club’s Professional Services/Lessons system.  A resource cannot have a start time earlier than the club’s system open time, nor can it have an end time later than the club’s system close time. 

  • + Add New Row:  Adds a new row to the schedule defaulting the start and end times to the club’s system hours setup within the System Settings (System Open Time and System Close Time). 

  • Copy Icon:  Adds a new row to the schedule duplicating the start and end times of the row copied. 

  • Delete Icon: Deletes the row from the schedule.  

  • Drop Down Arrow next on the Start and End Times: Used to select the time desired. The times available for selection are based on the booking intervals set for your club in the Booking Rules.  Select N/A for both the Start and End times to show a resource as not available for the entire day. 

Associations

  • This section is used to indicate the services that will utilize the resource/room. 

  • Note: If you have not yet set up any services for your club, there will not be any services to select.  Resources and services work in conjunction with each other. Resources are related to services and vice versa.  As a result, this association cannot be made until both resources and services are set up.  Once set up, the associations can be managed in either of the following areas: Admin Setup > Resources or Admin Setup > Services. 

  • Check off the services that will utilize the resource. 

    • Note: If your club is utilizing categories, the services will be grouped by category.  Clicking Select All next to the category name will automatically select all the services within that category.

 

After adding or modifying a resource, click Save at the bottom of the screen to save the changes. 

To delete a resource, click the trash can icon in the bottom right hand corner of the screen. Confirm the deletion by clicking ‘Yes’.

Best Practices

  1. For resources/rooms that are temporary, seasonal, or under maintenance, instead of deleting the resource altogether, it’s recommended that an active end date be configured for the resource.  Enter the date the resource will no longer be available for booking. The benefit to this approach is that when the resource becomes available again, the resource will not have to be set-up from scratch and all reservation history/data will be retained. When necessary, the active end date can be removed making it available for booking again.

FAQs

  1. The Save button changes from gray to green color when any changes are made to the resource. This serves as an indication that changes were made and need to be saved.  

  2. You can delete a resource/room without removing appointments however, please be sure to adjust any future appointments utilizing the deleted resource. These appointments need to be manually adjusted to a new resource/room.