Resource details
This screen is where you configure a resource, aggregator or session: its profile, availability, treatments and other settings. It opens in fullscreen from Resources and is organised into tabs. The tab set depends on what you are editing:
- Standard resources: Profile, Availability, Treatments, Fields, Integration and Out-of-office.
- Aggregators: Profile, Resources and Treatments.
- Sessions: Profile and Fields.
Changing anything here needs Manage for Configuration & settings; with View the screen is read-only and has no Save button. The Save button in the toolbar stays disabled until something has changed, the name is filled in and the slug is valid. The close button (tooltip "Any changes will be discarded") and Esc leave without saving.
Profile
The Profile tab holds the identity and general settings:
- Status switch — Resource is online or Resource is offline. Online items can be listed on the booking site; offline items are not. Going offline does not cancel bookings or hide the dated sessions held on a standard resource's calendar; see Take a resource offline or delete it.
- Title, First name and Last name for standard resources and aggregators; sessions have a single Name field instead. The last name (or name) is required. The booking site and emails show title, first and last name together.
- Slug — the address part used in the booking site's direct links to this item. It is suggested automatically from the name whenever the slug is empty, and may only contain letters, digits, hyphens and underscores.
- Colour — the colour used for this item in Scheduler and in the resources list. For a session it is also the colour of its cards on the booking site's calendar.
- Dependencies — shown for standard resources and sessions. For a session, select the standard resource whose calendar will hold it, for example Surf wave for a Beginner surf session. Save, then select that resource in Scheduler: the session becomes available there through its chip and Generate. Selecting several calendars lets you generate the session on any of them; with several selected in Scheduler, Generate creates a separate dated session on each. The link is used only by Scheduler — the booking site does not read it, and it does not reserve a second resource for the class. On a standard resource the field only lists other standard resources and has no effect; leave it empty. The complete setup is in Schedule appointments and generate sessions.
- Texts — the multi-language descriptions shown on the booking site.
- Images — see Images and video below.
- Attributes — the per-item settings, explained attribute by attribute below.
- Email notifications — a second table below the attributes with the client message switches, explained below.
- Tags — free-form labels used for grouping and searching in the dashboard.
- Mark for deletion — the trash icon in the toolbar. One click marks the item; there is no confirmation. The rest of the form locks and the notice "Marked for deletion — this item will be deleted when you save. Close or press Esc to cancel the deletion." appears. Save to delete the item, or click the icon again, close or press Esc to keep it. Not available while creating a new item. What deleting changes is described in Take a resource offline or delete it.
Aggregators additionally have a Limit suggestions toggle on this tab: Yes thins the offered start times on the booking site to roughly one per two-hour band across the aggregator's member resources; No (default) offers every available time.
Attribute rows that belong to a module which is switched off for your organisation are hidden (their saved values are kept). The VAT rate row only appears while the Payments module is on and your organisation has VAT rates configured. The three SMS rows only appear while the SMS module is on and all four SMS credentials are stored. Waitlist enabled and Waitlist — spot available are hidden while the Waitlist module is off.
Images and video
The Images list holds the pictures customers see on the booking site. Standard resources and aggregators offer Profile (square crop) and Pan (wide panorama crop). Sessions also offer Session (16:9 crop, several allowed) and Video, a link to a publicly accessible MP4 file that plays as a muted, looping promotional clip in the session's detail view and takes precedence over the pictures there. Without a video, the detail view crossfades through all of the session's pictures every 15 seconds — Profile and Pan pictures included, not only Session pictures. A promotional clip is not a video appointment; video appointments are described in Run video appointments.
A new picture is kept only if you save the resource; a picture you remove or replace is deleted from storage when you save. Step-by-step instructions for adding, replacing and removing pictures and video, and for checking the result on the booking site, are in Add images and promotional video.
Attributes — standard resources
Aggregators show the same table. A booking made through an aggregator is made on the member who takes it, so the member's own settings apply to that booking; on the aggregator itself only Limit suggestions has an effect.
| Setting | What it does |
|---|---|
| Work day start | No control in this editor: a new resource starts with 07:00. The earliest start across the resources in a booking template is the first hour of the booking site's week calendar, and the lower bound when Limit suggestions thins the offered times. The bookable times come from the Availability tab. If sessions start earlier, check that they are visible on the booking site's calendar. |
| Work day end | No control in this editor: a new resource starts with 19:00. The latest end sets the last hour of that calendar; same role as the start. |
| Hour increment | How finely calendar rows subdivide an hour: 1 = 60-minute rows, 2 = 30, 3 = 20, 4 = 15, 6 = 10, 12 = 5-minute rows. Default 2. Display only. When several resources are shown together, Scheduler picks a grid that fits them all; the booking site's calendar uses the coarsest grid of the template's standard resources. Limited to 1-12. |
| Languages | Informational: the languages this person speaks, shown in the resources list. Has no effect on bookings or emails. |
| VAT rate | The VAT rate applied to order lines for appointments on this resource, including its treatments: a treatment booking is charged the booked resource's rate, and the treatment's own VAT rate is not used. Prices are VAT-inclusive — the rate determines the VAT portion shown on receipts and refund documents, not the price itself. The choices come from the organisation's VAT rates; the first rate is preselected. Applies to orders placed after the change. Payments module only. |
| Parallel appointments | How many appointments may run at the same time on this resource. A start time stops being offered once that many overlapping appointments exist. Every active appointment on the resource counts, an active dated session on its calendar included. Default 1. Limited to 1-100. |
| Same day appointment | On (default): clients can book later times today. Off: the earliest bookable day becomes tomorrow. |
| Allow current time slot | On: a slot that has already started may still be booked until it ends. Off (default): only start times in the future are offered. |
| Limit suggestions | Not a row of this table: it is the Yes/No toggle on an aggregator's Profile tab. Yes offers roughly one start time per two-hour band within the members' work-day window instead of every available time. |
| Notify resource of bookings | Whether this resource person is emailed when a client books or cancels an appointment on this resource: No (default), Yes (times only), or Yes, include client details (adds the client's name and contact details). Sent to the address in Email, using the organisation's message template for resource notifications. Bookings of sessions never send this email, and neither do cancellations made in the dashboard. |
| The resource person's own notification address for the booking/cancellation notifications above. Empty = no notifications. | |
| CC emails | Additional addresses (comma-separated) CC'd on the resource notifications. |
| Allow cancellation | On: clients may cancel their bookings themselves on the booking site (and get a cancellation link in their emails). Off (default): cancellation goes through you. Checked when the client cancels, so a change also applies to existing bookings. |
| Cancel timeout (hours) | Only shown while Allow cancellation is on: how many hours before the start online cancellation closes. 0 (default) = cancellable right up to the start. Limited to 0-8760. |
| Cancellation fee (%) | Percentage of the paid amount retained when a cancelled booking is refunded. Also the pre-filled default when you cancel from the dashboard (you can override it per cancellation). Default 10. 100 = no refund. Limited to 0-100. Payments module only. |
| Reservations possible | The booking horizon in days: how far into the future clients can book this resource. Default 60. Bookings already beyond a shortened horizon stay. Limited to 1-3650. |
| Presence (minutes before) | Fills the "please arrive N minutes early" note in confirmation and reminder emails. Default 15; 0 = the note is left out. It does not affect booking or check-in. Limited to 0-1440. |
| Confirmation | Email notifications: booking confirmation to the client, sent at booking. Off on every booked resource of an order = no confirmation email at all. Default on. |
| Reminder — 1 day before | Email notifications: reminder emailed at 09:00 the day before the appointment. Default on. |
| Reminder — morning of | Email notifications: reminder emailed at 07:00 on the day of the appointment. Default on. |
| Cancellation | Email notifications: cancellation notice to the client when their booking is cancelled. Default on. |
| No-show | Email notifications: notice sent at the end of the day to clients you mark as no-show. Default on. |
| Post-visit follow-up | Email notifications: the follow-up email after a session visit. It is sent for session bookings only, so on a standard resource or aggregator this row and the five follow-up rows below have no effect; set them on the session. |
| Follow-up timing | Sessions only (see Post-visit follow-up): Next morning or After a number of hours. |
| Follow-up delay (hours) | Sessions only: hours after the session ends, with After a number of hours. Limited to 0-2040. |
| Follow-up morning hour | Sessions only: the hour of the next day, with Next morning. Default 9. Limited to 0-23. |
| Follow-up offer text | Sessions only: your own offer wording in the follow-up email. Up to 500 characters. |
| Follow-up offer link | Sessions only: where the offer button in the follow-up email leads. Up to 500 characters. |
| Waitlist — spot available | Waitlists exist only for sessions, so on a standard resource or aggregator this switch has no effect; set it on the session. |
| Group member joined | Group bookings exist only for sessions, so on a standard resource or aggregator this switch has no effect; set it on the session. |
| Group member cancelled | As Group member joined: no effect on a standard resource or aggregator. |
| SMS — Reminder 1 day before | Text message the day before, at 09:00. Only shown once the SMS module is on and all four SMS credentials are stored. Sent only to clients with a mobile number and when an SMS template for it exists. Off by default. |
| SMS — Reminder morning of | Text message at 07:00 on the day of the appointment. Same conditions as above. Off by default. |
| SMS — Reminder 2 hours before | Text message two hours before the start. Same conditions as above. Off by default. |
The rows from Confirmation down to the SMS reminders sit in the separate Email notifications table below the attribute table. Each controls one client message for every booking on this item — there is no per-booking or per-participant exception; the message is also skipped when your organisation has no template for it, and an email needs the client's email address. Reminders are combined per client and day: one reminder lists all of that client's appointments on the day. The wording of each message is edited in Message templates.
Attributes — sessions
For a session booking, the session's own settings below apply — not those of the calendar resource it is held on.
| Setting | What it does |
|---|---|
| Slot duration (minutes) | The length used when dated sessions are generated or placed from the chip in Scheduler. Default 30. Changing it later does not resize dated sessions that already exist. Limited to 1-1440. |
| Min capacity | Informational minimum number of participants: above 1, the booking site shows "min N participants" and Scheduler flags dated sessions still below it. Nothing happens automatically. Read live, so a change applies to every dated session at once. Default 1. Limited to 0-1000. |
| Slot capacity | The number of places a dated session gets when it is generated. Default 6. Each dated session keeps its own copy, which you can edit per session in Scheduler; that copy is what booking enforces. Changing this value does not change existing dated sessions. Limited to 1-1000. |
| Slot price | The VAT-inclusive price per place, in the organisation's currency, charged at checkout. Read at checkout, so a change applies to every dated session of this session, existing ones included; orders already placed keep their price. With payments on, a session without a usable price cannot be checked out. Limited to 0-100000. Accepts the decimal separator your language uses. Payments module only. |
| Waitlist enabled | On: a full dated session offers "join waitlist"; freed places go to the queue and waiting clients are promoted automatically. Applies to all dated sessions of this session. Off by default. Waitlist module only. |
| Allow cancellation | As for standard resources: clients may cancel their session bookings online. Off by default. |
| Cancel timeout (hours) | Only shown while Allow cancellation is on: hours before the session start until which online cancellation stays open. Default 24. Limited to 0-8760. |
| Cancellation fee (%) | Percentage of the paid amount retained on a refunded cancellation; pre-filled default for dashboard cancellations. Default 10. Limited to 0-100. Payments module only. |
| Reservations possible | The booking horizon in days: dated sessions further ahead are not listed on the booking site, except to clients already booked into them. Default 60. Limited to 1-3650. |
| Presence (minutes before) | The "arrive N minutes early" note in this session's confirmation and reminder emails. Default 15; 0 leaves it out. Limited to 0-1440. |
| VAT rate | VAT rate for this session's order lines (VAT-inclusive pricing). Payments module only. |
| Confirmation | Email notifications, as for standard resources. Default on. |
| Reminder — 1 day before | Email notifications, as for standard resources. Default on. |
| Reminder — morning of | Email notifications, as for standard resources. Default on. |
| Cancellation | Email notifications, as for standard resources. Default on. |
| No-show | Email notifications, as for standard resources. Default on. |
| Post-visit follow-up | The follow-up email after each visit of this session. Default on. An active feedback form is optional: it only decides whether the email also asks for feedback. See Feedback forms. |
| Follow-up timing | When the follow-up email goes out: Next morning (default) sends it at the Follow-up morning hour on the day after the session, which leaves you the rest of the day to mark no-shows; After a number of hours sends it that many hours after the session ends. A feedback form's own send-after-days, where a form applies, takes precedence. Only used while Post-visit follow-up is on. |
| Follow-up delay (hours) | Used only with After a number of hours: hours after the session ends. Default 0, which sends it as soon as possible. Limited to 0-2040. |
| Follow-up morning hour | Used only with Next morning: the hour of the day, in the organisation's time zone, on the day after the session. Default 9. Limited to 0-23. |
| Follow-up offer text | Your own wording for an offer in the follow-up email, for example a partner's offer. Up to 500 characters. Shown only together with Follow-up offer link. |
| Follow-up offer link | Where the offer button in the follow-up email leads. Up to 500 characters. Shown only together with Follow-up offer text: with only one of the two filled in, the offer is left out of the email. |
| Waitlist — spot available | Email notice to a waitlisted client when a place opens for them. Promotion itself always runs while Waitlist enabled is on; this switch only controls the email. Default on. |
| Group member joined | Notice to a group's organiser when another member joins their booking of this session. Off by default. |
| Group member cancelled | Notice to the organiser when a joined member cancels. Off by default. |
| SMS — Reminder 1 day before | Text message the day before, at 09:00. Only shown once the SMS module is on and all four SMS credentials are stored. Sent only to clients with a mobile number and when an SMS template for it exists. Off by default. |
| SMS — Reminder morning of | Text message at 07:00 on the day of the session. Same conditions as above. Off by default. |
| SMS — Reminder 2 hours before | Text message two hours before the start. Same conditions as above. Off by default. |
Visibility, the opening date and early access are not set on the session: they belong to each dated session and are set when you generate or edit it in Scheduler. See Session visibility & bookability.
When a change takes effect
| What you change | What it affects |
|---|---|
| Availability rules, Parallel appointments, Same day appointment, Allow current time slot, Reservations possible, out-of-office, Limit suggestions | The times offered on the booking site from then on. Existing bookings stay, even outside the new hours. |
| Allow cancellation, Cancel timeout (hours), Cancellation fee (%) | Existing bookings too: they are checked when a booking is cancelled. |
| Slot price, Min capacity, Waitlist enabled | Every dated session of the session, existing ones included. Orders already placed keep their price. |
| Slot duration (minutes), Slot capacity | Only dated sessions created afterwards. Change existing ones per dated session in Scheduler. |
| VAT rate | Orders placed afterwards. |
| Confirmation, Cancellation, No-show, follow-up settings, group notices, Notify resource of bookings | Messages created after the change: the confirmation when a booking is made, the cancellation notice when it is cancelled, the follow-up when it falls due. |
| Reminder switches, SMS reminder switches, Presence (minutes before) | Reminders prepared after the change. Reminders are prepared when a booking is made and prepared again when that client's bookings change, so existing bookings keep the reminders already prepared for them. |
| Name, Texts, images, Colour | The booking site once the change has synchronised and the page is reloaded, and emails sent afterwards. |
Availability (standard resources)
Availability is a table of rules rather than a per-day hours grid. Each rule has checkboxes for the weekdays it covers (Mo to Su), a Starts at and Ends at time in 5-minute steps and an Applicable from / to date range. An Appointment types column (Physical, Video or Physical & video) is shown as well once your organisation's Video module is switched on and all three of its video credentials are filled in, or while any rule already carries a video scope — otherwise the column is left out entirely and every rule is physical. On a rule that already has Video or Physical & video, that choice stays selectable regardless. The resource's overall appointment-type scope follows from the scopes set on its rules.
Add rules with the plus button. A new rule covers Monday to Friday, 08:00 to 17:00, physical. When you open the tab on a resource without rules, one such rule is added automatically and is saved with the resource. With more than one rule you can delete rows or drag them into a different order; the last rule cannot be deleted — untick its weekdays to stop it offering times.
How the rules become bookable times:
- The booking site offers start times from the rule's Starts at, one treatment duration apart, as long as the appointment ends by Ends at. A rule from 09:00 to 12:00 with a 45-minute treatment offers 09:00, 09:45, 10:30 and 11:15.
- All rules apply together. Two rules for the same days with a gap between them give a break, such as a lunch hour.
- A start time is not offered once Parallel appointments is reached, on out-of-office days, or beyond Reservations possible.
- Applicable from / to is stored, but the booking site does not apply it in the current version: every rule offers times on its weekdays from the moment you save it until you change or delete it. To close the resource for a period, use Out-of-office; to change hours from a future date, edit the rules on that date.
Changes affect only the times offered from then on. Existing bookings stay.
Treatments (standard resources and aggregators)
Tick the treatments this resource offers; only ticked treatments can be booked with it, and a treatment must itself be online. Per treatment you can choose whether the booking site shows its duration (Show duration) and its price (Show price), and drag rows to control their order. These switches only hide or show those labels on the treatment picker; they do not shorten the appointment or make a paid treatment free. Default navigation to first treatment skips the treatment picker and goes straight to availability for the first treatment. Put the intended treatment first before enabling it. A resource with only one treatment also skips the picker.
On an aggregator, the list offers the treatments of its selected members. Tick the ones customers may book through the aggregator. The booking site offers a ticked treatment through the aggregator when at least one member has that treatment ticked and has availability for it.
Resources (aggregators)
An aggregator bundles several standard resources. Tick resources under Available resources to move them to Selected resources, and use Prio to choose between members who offer the same start time. The booking API prefers the lowest number; when several available members share that lowest value it chooses one of them at random. This is allocation priority, not an extra capacity setting or a promise of equal workload. For example, priority 1 for Elena and 2 for Noah prefers Elena when both offer 10:00; Noah can supply the time when Elena is unavailable.
An aggregator has no times of its own. The times offered are the members' free times, each member with its own availability, out-of-office days, Parallel appointments and horizon. The booking is made on the member whose time the client picks. A member that is offline offers no times. Each online member is also listed on its own in the booking template, next to the aggregator.
After saving, open the booking site in a private window, choose the aggregator and a treatment, and check that times appear. If the treatment is missing or shows no times, check that at least one member is online, has that treatment ticked and has availability on the days shown (see Resources).
Fields (standard resources and sessions)
Choose which client fields are asked at checkout when this item is booked, and drag them into order.
- On a session, the selected fields are asked in the checkout form together with the fields of the other items in the cart and of the booking template.
- On a standard resource, the booking site does not use the selection in the current version: customers booking an appointment are asked the booking template's fields.
How field definitions and selections work together is explained in Configure checkout fields.
Integration (standard resources)
The Integration tab can store a Microsoft Exchange mailbox for the resource. Calendar synchronisation was retired on 2026-10-01: go flow does not copy appointments to Exchange and does not read busy times from it. What the tab still stores, and how to remove a stored connection, is described in Exchange integration.
Out-of-office (standard resources)
Use the Out-of-office tab to stop a standard resource from offering appointment times for a period, for example a holiday.
- Set the Start date (today or later) and the End date. On a resource without an absence, the dates are prefilled with today and a date three months ahead.
- Turn the switch to Out-of-office is on. It can only be switched on once an end date is set.
- Optionally turn on Display message and enter a Message of up to 200 characters.
- Save the resource.
What it does:
- Whole days from the start date to the end date, both included, offer no appointment times with this resource, also not through an aggregator.
- With Display message on, the message is shown above the times on this resource's time-selection page whenever the week shown includes an absence day. It is not shown when the customer books through an aggregator.
- The resources list shows the period while the absence is on and has not ended. Once the end date has passed, the switch is off the next time you open the tab.
- Existing bookings in the period are not cancelled or moved, and their clients are not informed. Sessions held on this resource's calendar stay bookable. Handle both in Scheduler.