A resource is a staff member or a space that a service needs. Resources have time-off blocks. Each service has opening hours. A service's available slots are whatever fits inside its opening hours, minus existing bookings and its resources' blocks. Manage resources under Services → Resources, and opening hours under the service's Opening hours.
Resources
Press Add Resource, choose the "Resource Type", "Staff" (a person) or "Space" (a room or area), and a "Name". A staff resource can be linked to a user account with "Link to User Account"; that's for reference only and doesn't limit what the user sees. "Group" puts the resource in a group of interchangeable resources ("Therapists", "Treatment rooms"): type a new name to start a group, or pick an existing one. A resource is in at most one group. The resource page has an "Active" switch; inactive resources stop being offered and stop being assignable. There is no equipment type; use a space for a room with special equipment.
To make a resource deliver a service, open the service, press Resources in its sidebar, then Add resource, and pick a resource or "Any of" a group. Every row is required: each booking takes the named resource, and any one free resource of each group. So a massage that needs "Any of Therapists" takes whichever therapist is free, and runs as many sessions at once as there are therapists free. Naming a resource that is also in one of the service's groups means the booking needs that one plus another from the group. A service with no resources needs no free staff or room; only its opening hours limit it. An exclusive one then takes one booking at a time, with its buffer between them; a shared one takes guests up to its capacity.
On the service's Resources tab, a resource that was switched off is marked "Inactive" and one that was deleted is marked "Archived". A group with no active resources left is marked "No active members", and one whose only active resources are ones the service already names on their own is marked "No other active members". The service takes no bookings until that row is removed or replaced. Upcoming bookings that are short of a resource this way get a red dot on the bookings calendar; see Bookings.
Opening hours
Open a service and press Opening hours in its sidebar. A service with no opening hours is bookable at any time of day, every day. A class has no opening hours: its sessions are scheduled; see Classes.
Press Add hours, give them a "Name" ("Regular hours", "Summer season"), set "Effective From" and optionally "Effective Until", and fill in "Weekly Hours": a switch per day, a time range, and Add time range for split hours. Copy times to other days saves typing. Days switched off read "Unavailable", and the service is closed on them.
Hours can overlap. When a date is covered by both open-ended hours and hours with an end date, the ones with the end date win. So summer hours with "Effective Until" set override the regular hours for their weeks and hand back when they end. Each row shows whether it is "In effect", "Starts …", "Ended …", "Overridden by dated hours" or "Inactive".
Once a service has any hours, a date that no active hours cover is closed. If today is closed, the page says "Closed today"; if every row is switched off, it says the service takes no bookings. Switching hours to "Inactive" therefore closes the service rather than reopening it. To make a service bookable all day again, remove all its hours.
A booking must fit inside the day's opening hours. Time ranges that touch or overlap count as one, so a booking can run from one into the next. For exclusive services the "Buffer Time" must fit before closing too.
Blocks
A block takes a resource out for a period: "Time Off" (vacation, sick leave), "Maintenance", "Reserved", or "Other". Press Add Block, set the start and end date and time, an optional reference and reason, and "Repeats" if it recurs weekly, monthly, or yearly. Recurring blocks have no end date; deleting one asks whether to delete "this instance only" or the "entire series". With a resource chosen in its header, the bookings calendar draws that resource's blocks as bars, with gaps where bookings already hold it (see below).
A block over times the resource is already booked for still saves, but it leaves those times out: the bookings stay, and a warning lists them by code and time. Move or cancel them if the resource really is away. When a booking is cancelled, the block takes over its time straight away.
A block over a class session that holds the resource doesn't save: the form names the sessions to withdraw or cancel first. See Classes.
How slots are computed
For a class, the slots are its sessions; see Classes. For a variant of any other service on a date, SERVOS:
- Takes the service's opening hours for that day (the whole day if the service has none).
- Starts a slot every "Slot Interval" minutes, each as long as the variant's duration, as long as the whole slot (plus the buffer, for exclusive services) fits inside one opening-hours range.
- Marks a slot available when each assigned resource, and one resource of each assigned group, is free for the slot (plus the buffer, for exclusive services): no block, no other booking or session holds it, and no open cart holds it for another service or another time.
For shared services, guests booking the same time join one session: they use up "Capacity", and the slot shows how many spots are left. A staff member or room holds one session at a time, so a session of another service, or of the same service at another time, on the same resource blocks the slot. An exclusive booking holds its resources until its buffer ends, so a session can't start inside that buffer either.
Nothing can be booked more than a year ahead, online or at the desk.
A customer who picks a specific staff member sees the service's slots in which that person is free. Staff don't have their own hours; use blocks for shifts and days off. With "Any available", SERVOS assigns the service's resources at booking time. A customer can pick any staff member of the service's groups too.
All times are in your organization's timezone.
Common questions
Why does a slot show in the calendar but fail when I book it? Someone else took it, or an item in an open cart is holding it, between the calendar loading and you pressing book. Pick the next one.
A staff member is off Thursday. Do I change the opening hours? No. Add a "Time Off" block for Thursday. Opening hours are the pattern; blocks are the exceptions.
One therapist, one treatment room. Assign the therapist as a staff resource and the room as a space resource. A booking then needs both free, so the room can't be double-booked by another service that uses it.
Three therapists, any of them will do. Put the three in a "Therapists" group and assign "Any of Therapists" to the service. Each booking takes whichever therapist is free, and the slot stays open until all three are busy.
Can customers book a specific room? No. Customers can only pick staff, and only when the service allows "Customer Resource Preference". Spaces are assigned by SERVOS.
