Rooms and Equipment

If your business books appointments into physical spaces or relies on specific gear — a treatment room, a salon chair, a piece of equipment — you can turn those into bookable resources so they're automatically reserved alongside your staff's availability. This prevents two appointments from being scheduled into the same room or onto the same piece of equipment at once.

Rooms vs. equipment

• A room is a physical space where a service happens — a massage room, a salon chair, a treatment bay, a workout area.
• Equipment is the tools or devices needed to deliver a service — anything from specialized machines to shared gear that only one appointment can use at a time.

Both work the same way: once linked to a calendar, booking that calendar automatically reserves the room or equipment for the appointment's duration, so nothing gets double-booked.

Turning the feature on

Before creating rooms or equipment, enable them under Calendar Settings > Preferences > Account Preferences, in the Services section — toggle on Rooms and/or Equipment as needed.

Creating a room

1. Go to Calendar Settings > Rooms and click + Create Room.
2. Enter a clear name (for example, "Consultation Room 2").
3. Add a description of the room's intended use.
4. Set the Total Capacity — how many simultaneous appointments the space can hold.
5. Select which calendars this room should be linked to.
6. Click Create.

Creating equipment

1. Go to Calendar Settings > Calendars > Equipment and click Create Equipment.
2. Give it a unique name and description.
3. Set the Total Quantity you own.
4. Set Out of Service Quantity for any units that are broken or unavailable, so they're excluded from booking.
5. Select which calendars use this equipment.
6. Click Create.

Managing rooms and equipment

To edit or remove a room or piece of equipment later, go back to the relevant tab, click the three-dot menu next to it, and choose Edit or Delete.

Who this is for

Rooms and equipment are most useful for service businesses running out of a physical location — salons, spas, medical or wellness offices, studios — where space or gear is a limited resource that needs to be managed just as carefully as staff time.