Resource Scheduling allows clinics to book and track shared resources such as treatment rooms, equipment, or other assets required for appointments. Once enabled, resources can be assigned during appointment booking to help prevent scheduling conflicts and improve resource utilization.
This article explains how to enable Resource Scheduling, create Resources, and assign them to appointments.
When to Use This
Resource Scheduling is useful when appointments require shared clinic assets, such as:
- Treatment rooms
- Therapy rooms
- Specialized equipment
- Assessment spaces
- Shared clinic resources
It can also help prevent overbooking and improve visibility into resource availability across the clinic.
What You Need
Before using Resource Scheduling:
- Resource Scheduling must be enabled in General System Settings
- At least one Resource must be created
Permissions
- Enable Resource Scheduling: User Type with access to General System Settings
- Create and manage Resources: User Type with access to Settings
Enabling Resource Scheduling
Before Resources can be used, the Resource Scheduling module must be enabled.
- Go to Settings
- Under System & Company Settings, select General
- Click Modules
- Navigate to the Advanced section
- Find Resource Scheduling and set to Enabled
Save your changes
- While still in the General System Settings, click Scheduling
- Navigate to the Resources section
- Ensure that Assign Practitioners to Resources is set to No
- Configure Multiple Resources per Appointment:
- Yes: Allows multiple Resources to be assigned to a single appointment (for example, a treatment room and a piece of equipment)
- No: Limits appointments to a single Resource
Save your changes
Creating a Resource
Once Resource Scheduling has been enabled, Resources can be created.
- Go to Settings
- Under Schedule & Holidays, select Resources
- Click + New Resource
- Complete the required fields:
- Name: Label for the resource
- Clinic: Select the relevant clinic
- Concurrent Appointments: Select how many appointments can use this resource at one time
Resource fields explained
| Field | Description |
| Code | Optional internal identifier for the Resource |
| Name | The name displayed when booking appointments and on scheduled appointments |
| Clinic | Select the clinic where the Resource will be available |
| Scheduling Interval | Not required. Resources are booked for the duration of the appointment rather than the interval selected here. |
| Concurrent Appointments | Determines how many appointments can use the Resource at the same time. |
| Description | Optional notes or details about the Resource. |
Using Resources When Booking Appointments
Resources are assigned during appointment creation.
- Create or edit and appointment
- Select the appropriate Resource from the dropdown
- Complete the remaining appointment details
- Save the appointment
Result
Once the appointment has been created, the assigned Resource will appear on the appointment block, indicating that it has been reserved.
Resource Availability and Scheduling Conflicts
When the selected Resource is unavailable during the appointment time, the system will display a Conflicts Found warning.
If the user does not notice the Conflicts Found warning and proceeds with the booking, another alert will appear:
Avoid Common Issues
- Ensure Resource Scheduling is enabled before creating Resources.
- Confirm Resources are assigned to the correct clinic location.
- Review the Concurrent Appointments setting carefully to prevent unintended double-bookings.
- Enable Multiple Resources per Appointment if appointments require more than one Resource.
Troubleshooting
Resources do not appear when booking appointments
Verify that:
- Resource Scheduling is enabled
- The Resource has been created
- The Resource belongs to the same clinic as the appointment being booked
Conflict warnings appear unexpectedly
- Review the Resource's Concurrent Appointments setting to ensure it reflects the number of appointments that can use the Resource simultaneously.