Resources let you turn any bookable non-staff asset - a sauna, ice bath, treatment room or piece of equipment - into something clients can book online. They can also be linked to Appointment/Class types allowing you to automate equipment management.
Set each one up with its own colour and availability, group interchangeable resources together, create the appointment types that reserve them, and publish a booking link for your website.
Before you start
Resources sit alongside your existing appointment types and classes, but they work a little differently - a resource appointment type has no practitioner and no location attached to it. Instead, it reserves one or more resources for the length of the booking.
It’s worth having a rough plan before you start: what resources you have, whether any are interchangeable (like three identical treatment rooms), and how you want clients to pay and cancel.
Creating a resource
Go to Settings, then Appointments, Classes & Memberships and select Resources.
Click Add new resource.
Enter a Name.
Optionally you can add a Description, and change the Colour.
Turn on Add to resource calendar if you’d like this resource to appear as its own column on the resource calendar.
Turn on Set an availability schedule if the resource isn’t available around the clock. This controls when clients can book it online, and how it’s shaded on the resource calendar.
If you’ve turned the schedule on, choose how it repeats under Schedule repeats - Weekly, Fortnightly, Every 3 weeks or Every 4 weeks.
Add one or more shifts (location and start and end time) to each day the resource is available. Leave a day empty if the resource isn’t available that day at all.
Click Create resource.
TIP: Need a schedule to change from a future date, for example a room that opens up extra hours from next month? Edit the resource and add a future-dated schedule under Scheduled changes, with an optional end date. This works the same way as scheduling future changes for a team member.
Grouping interchangeable resources
If you have several identical resources, such as three private treatment rooms or four reformers, a resource group lets a booking take whichever one is free - so clients and your team don’t need to pick a specific one.
Go to Settings, then Appointments, classes & memberships, and select Resource groups.
Click + Add new group.
Enter a Name and Description for the group.
Add the individual resources that belong in this group.
Then click Save changes.
Creating a resource appointment type
This is what clients actually book. Unlike a standard appointment type, it has no practitioner and no location - it reserves resources instead.
Go to Settings, then Appointments, Classes & Memberships, and select Resource appointment types. Click Create resource appointment type.
Adding Resource appointment details
Enter a Title, choose an Appointment category, and add a Description.
Set the Duration, then choose how tightly booking start times are controlled under Bookings can start. Optionally, choose a unique Colour for the appointment type.
Set the Number of clients per appointment. Use this for shared resources, for example a two-person sauna.
Under Resources occupied by every booking, select the resource or resources this booking reserves in full for its duration.
If relevant, select from Resource groups - any one free member of the group will be reserved automatically.
TIP: All Resources selected in Resources occupied by every booking are linked to each single booking, if the appointment type only requires interchangeable Resources select the relevant Resource group from the dropdown.
Add any Prerequisites if clients need to have completed a particular appointment, class or resource booking first.
Setting up Billing and booking details
Set Allow in online booking to Yes if clients should be able to book this themselves.
Choose a Default billing item so the booking links to the right price.
Optionally set Payment required when booking to Yes if you’d like to take money upfront.
Then choose the Amount to charge online - either a set deposit or the full appointment cost.
Enable Allow online cancellation to allow client's to manage their own Cancellations. Enter the Minimum notice for cancellation in hours. This is set per resource appointment type, so different resources can have different cancellation rules.
If you charge for late cancellations, turn on Automatically charge cancellation fee and choose the penalty type - charge a fee, forfeit a pass, or forfeit-or-charge - along with the cancellation amount and any no-show fee.
Link Communications and Documents
Finally link any automated communications or client documents required.
Under the communication type you'd like to use select the communication channel (Email, SMS, or Push). Then select the communication template you'd like to be sent.
You can also select a Waiver or a Form that the client will need to complete as part of the online/app booking process.
Click Create resource appointment type to save.
Creating a booking link for your website
Go to Settings, then Business, and select URL builder.
Choose Resources as the service type.
Select the specific resource appointment types you’d like to include, or leave this empty to include all resource appointment types that allow online booking.
Optionally add a Redirect URL after completion. Then click Generate
Copy the generated link or iframe snippet and add it to your website, socials or email signature.
TIP: Resource booking links don’t include a location or practitioner selector, since resource appointment types don’t use either. Clients go straight from choosing a time to paying and confirming.
How the conflict engine protects your bookings
Every time a client tries to book, Pogozo checks each resource the booking needs against every appointment, class, staff schedule and other resource booking already in place. A time slot is only offered online when all the directly linked resources are free and each linked resource group has at least one free member.
If something clashes, the booking is refused with a clear reason - the resource is already in use, it’s unavailable at that time, or the group has no free member left. There’s nothing to configure, it runs automatically in the background so a resource can never be double-booked.