How to Manage Practice Resources

A resource is anything other than a team member that an appointment needs, like a room or a piece of equipment. You can set resources to be used internally or create calendars that can have their own availability and booking options for patients.

Where to set Resources

Resources are managed in Practice Settings > Scheduling > Resources. There, you can create, set status, and filter them by name, type, and clinic location.

Note: Each resource can only have one location at a time.

Adding a Resource

From the resource table:

Click on "+ Resource" to open the resource creation.
Add name, type, and location. You can also add a photo that will be displayed when booking for patients.
Click "Save" and now your resource is ready.

Managing a Resource

From the resource table:

Select a resource you want to manage and, on hover, click "Manage resource"

Change what is needed and click "Save"

Note: A resource can't have its location changed after it's created.

Bookable and non-bookable resources

On an Appointment Type, you assign resources in two groups:

Bookable resources: These resources have their own calendar that can be used for patient booking, the same way that works for clinicians
Non-bookable resources: reserved automatically with the appointment, never shown as a choice

An appointment type that offers bookable resources needs at least one selected, otherwise it cannot be saved.

Availability and overlap

A bookable resource behaves like a clinician when the calendar looks for open slots:

A time is offered only when the resource is free
Each resource has an overlap limit that caps how many appointments can share it
Booking a time the resource cannot cover shows Resource(s) unavailable at the selected time

This keeps a single room or device from being promised to two patients at once.

Inactivating a Resource

In cases where a set resource is unavailable due to maintenance, unavailability, or other reasons. Practices can set Resources as disabled.

Practices can inactivate a resource by going to the resource table:

Select a resource you want to inactivate and, on hover, click "Set to inactive".

Before changing a resource that is already in use, be careful that:

Inactivating a resource cancels all its future appointments and notifies the affected patients
An inactive resource stays attached to its appointment types but is no longer offered to patients
Removing a resource from an appointment type affects new bookings only