Using resources to limit bookings in Acuity Scheduling

Use the resources setting to limit the number of appointments available at the same time. This is useful when you have limited equipment or other assets for certain appointment types. These resources are only visible to you and don't appear when a client is booking an appointment.

Resources are designed for use with multiple calendars, which are available on the Growing plan or higher.
Note: Resources don’t work for calendars in different time zones.

How resources work

Resources are additional scheduling restrictions on top of your existing availability and scheduling limits. They can be used to limit the number of appointments happening at one time across multiple calendars.

For example, let's say you have five massage therapists, each with their own calendar, but only three massage rooms. If there are times that all five massage therapists are available, you need a way to limit bookings to three massage appointments at a time to match the number of rooms you have.

Resources can prevent overbooking your rooms. To set this up, you'd create a resource called Rooms with the quantity set to 3, and assign it to all of the appointment types that require a room. Each appointment booked will use one resource, allowing a maximum of three simultaneous appointments. When all of your resources are in use, that time slot will no longer be available to clients on your scheduling page.

resource setup with three rooms.png

When to use separate calendars vs. resources

Resources are for a shared group of interchangeable assets. To assign appointment types to a specific person, room, or other asset, create a calendar for each asset instead.

For example, if you have a meditation studio and want clients to have the option to book a specific room, create a calendar for each room. Because each room has its own calendar, you don’t need to add resources to avoid double booking. To avoid having more appointments than rooms, ensure your scheduling limits are set to the default setting of only one appointment at a time on each calendar.

Stacking resources

You can have more than one appointment type use the same resource. For example, if you ran a tour company, both van tours and walking tours might require a microphone.

You can also have appointments that require more than one resource, often called stacking resources. For example, your van tours might require both a microphone and a van.

If an appointment type requires more than one resource, clients can only book it if all the resources are available. For example, clients could only book a van tour if at least one van and at least one microphone were available.

Let's examine how this works in detail: Say your tour company has three microphones and two vans. Walking tours each require one microphone, and van tours each require one microphone and one van.

In this scenario, you could create a resource of Microphones set to 3 and assign it to both appointment types. You could then create a resource of Vans set to 2, and assign that to the van tour appointment type.

Walking tours would only be available when at least one microphone was free. Van tours would only be available when at least one van and one microphone were free.

Availability and padding

Resources are considered "in use" for the duration of the appointment, plus any padding before or after the appointment. 

Keep in mind, if negative padding is used to create overlapping appointments, the resource still applies to the total duration of the appointment. For example, a 60-minute appointment with -45 minutes of padding will use the resource for the whole 60 minutes, so it won't be available for use during the overlapping appointment. 

Add a resource

To add a resource:

  1. In Acuity, click Availability, then Resources.
  2. Click New resource.
  3. Give the resource a name and a quantity. Then choose the appointment types that need this resource, and click Create resource.

Change or delete a resource

To edit a resource:

  1. In Acuity, click Availability, then Resources.
  2. Click Edit for the resource you want to change.
  3. Enter the new settings, then click Update resource.

To add a resource to a different appointment type:

  1. In Acuity, click Appointment types.
  2. Click Edit for the appointment type to which you want to add the resource.
  3. Check the box for the resource, then click Update appointment type.

To delete a resource:

  1. In Acuity, click Availability, then click Resources.
  2. Click Edit for the resource you want to delete.
  3. Click Delete, then click OK.

Group classes

You can add resources to group classes, but keep in mind:

  • Each group class uses only one resource for the entire group. For example, if you have a Kayaks resource, the whole class would only use one kayak resource. 
  • The resource is used when the class is put on your calendar, so even empty classes use a resource.
  • If you offer two different classes at the same time, resources won’t prevent clients from booking both classes.

Resources across multiple calendars

You can use resources to limit appointment types across multiple calendars. For example, if you work alone but have more than one calendar, you can use resources to avoid being booked on two calendars at the same time. 

  1. Create a resource.
  2. Set the quantity to 1, because you can only be in one place at a time. 
  3. Apply the resource to all your appointment types.

Now clients can only book one appointment with you at a time across all calendars.

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