Resources (Rooms & Equipment)

Define the physical resources your venue needs for services — treatment rooms, styling chairs, specialist equipment — so OpenChair can prevent double-bookings and manage capacity automatically.

Where to find it — Web: Sidebar → Resources (under Manage). Mobile: More menu → Resources (under Team & Ops).

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Overview

Resources let you:

• Create named resources with a capacity (e.g. 3 treatment rooms, 2 laser machines)
• Assign resources to services with a required quantity per service
• Prevent double-bookings — OpenChair checks resource availability when scheduling appointments
• Optionally mark resources as directly bookable by customers (e.g. a sauna, tennis court, or float tank)
• View which services are linked to each resource

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Creating a resource

On web

1. Go to Resources in the sidebar (under Manage).
2. Click Add Resource.
3. Fill in the resource form:

Field	Required	Notes
Name	Yes	2–100 characters. What your team calls it (e.g. "Treatment Room", placeholder: "e.g. Treatment Room")
Capacity	Yes	Integer, minimum 1. How many of these exist (hint: "How many of these exist? (e.g. 3 Rooms)")
Bookable by customers	No	Toggle. Default: off. When on, customers can book this resource directly — useful for self-service resources like saunas or float tanks. Helper text: "Customers can book this resource on its own (e.g. a treatment room or styling chair)"

4. Click Create Resource.

On mobile

1. Go to More → Resources.
2. Tap the + button (or Add Resource on larger screens).
3. Fill in the form:

Field	Required	Notes
Name	Yes	2–100 characters (placeholder: "e.g. Treatment Room")
Capacity	Yes	Integer, minimum 1 (hint: "How many of these exist? (e.g. 3 styling chairs)")
Directly Bookable	No	Toggle. Default: off. Helper text: "Can this be booked directly (like a Tennis Court)?"

4. Tap Create Resource.

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Assigning resources to services

Link resources to services so they are automatically reserved when a customer books that service.

1. Go to Services in the sidebar.
2. Open a service for editing.
3. Expand the Advanced section.
4. In the Physical Resources section, tick the checkbox next to each resource the service requires.
5. For each selected resource, set the quantity required using the +/− controls. The quantity is capped at the resource's capacity.
6. Save the service.

The Physical Resources section only appears on the service form if your venue has at least one resource defined. Each service can require multiple resources with different quantities.

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How resource availability works

When a customer selects a booking time slot, OpenChair checks whether all required resources are available for the full duration of the appointment (including processing time and cleanup buffer).

The availability algorithm

1. For each service in the booking, OpenChair collects all required resources and their quantities.
2. For each required resource, the system calculates how many units are already in use by overlapping bookings at that time.
3. If resource capacity − concurrent usage ≥ quantity required, the resource is available.
4. If any required resource fails the check, the time slot is marked as unavailable.

Example

Your venue has 2 treatment rooms and 3 therapists:

• Two therapists are booked for massages (each using 1 room) at 10:00 AM.
• A third customer tries to book a massage at 10:00 AM.
• Even though the third therapist is free, both rooms are occupied — the 10:00 AM slot is unavailable.
• The customer must choose a different time when a room frees up.

Important: PRO only

Resource availability checking is only enforced for PRO venues. FREE venues skip all resource checks during scheduling — resources are ignored entirely when calculating available time slots, even if resources are defined and assigned to services.

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Viewing linked services

To see which services use a particular resource:

On web

The resources table shows each resource's name, capacity, and bookable status. Click Edit on any resource to view or modify it.

On mobile

1. Tap a resource in the list (or select it on iPad to view in the side panel).
2. The detail view shows a Linked Services section listing all services that require this resource, with the quantity required for each.
3. If no services are linked, the section shows: "No services linked" with the hint "Assign this resource to services to prevent double-booking".

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Editing a resource

On web

1. Find the resource in the resources table.
2. Click Edit (pencil icon).
3. Update the name, capacity, or bookable toggle in the dialog.
4. Click Save Changes.

On mobile

1. Tap the resource (or swipe left and tap Edit on phone).
2. Update the fields.
3. Tap Save Changes.

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Deleting a resource

Deleting a resource permanently removes it and unlinks it from all services.

On web

1. Click the delete icon (trash) on the resource row.
2. Confirm in the dialog: "Are you absolutely sure?" — "This action cannot be undone. This will permanently delete the resource and remove it from any linked services."
3. Click Delete.

On mobile

1. Open the resource detail view (or swipe right on the resource card on phone).
2. Tap Delete Resource in the Actions section.
3. Confirm the deletion.

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Role access

Role	Access
Owner / Manager	Full access — create, edit, delete resources
Staff	View-only — can see resources but cannot create, edit, or delete them

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Platform differences

Feature	Web	Mobile
Navigation	Sidebar → Resources (under Manage)	More → Resources (under Team & Ops)
Resource list display	Table with columns (Name, Capacity, Bookable, Actions)	Card list with badges
Create/edit form	Dialog overlay	Full-screen form
Linked services view	Not shown inline	Detail pane shows linked services with quantities
Master-detail (iPad)	Not applicable	Master-detail layout — tap resource on left, view details on right
Delete confirmation	Dialog with "Are you absolutely sure?"	Confirmation sheet
Swipe actions	Not applicable	Swipe to edit (left) or delete (right) on phone
Keyboard shortcuts	—	Cmd+N (new resource)
Empty state	"No resources defined. Add things like 'Treatment Rooms' or 'Chairs'."	"No resources yet" / "Add rooms, chairs, or equipment to manage availability"
PRO gate	UpgradeGate: "Unlock Resource Management"	No explicit gate shown

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Troubleshooting

Issue	Solution
Time slot unavailable but staff are free	A required resource may be fully booked at that time. Check which resources the service requires (Services → edit service → Physical Resources), then check if those resources are in use by other bookings at the same time.
Resource not preventing double-bookings	Verify the resource is assigned to the service. Go to Services → edit the service → Advanced → Physical Resources and confirm the resource is ticked. Also ensure your venue is on a PRO plan — FREE venues do not enforce resource availability.
Cannot see the Resources page	Resource management requires a PRO subscription. On the FREE plan, you see an upgrade prompt instead of the resource manager.
Cannot create or edit resources	Only owners and managers can manage resources. If you are a team member, ask the venue owner to make changes.
Deleted a resource by mistake	Resource deletion is permanent and cannot be undone. You will need to recreate the resource and re-assign it to the relevant services.
Physical Resources section not showing on service form	The Physical Resources section only appears on the service form if your venue has at least one resource defined. Go to Resources and add a resource first, then return to the service form.

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Related Articles

• Managing Your Services
• Creating a Booking
• Using the Calendar

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Last updated: March 2026