Resources
The Resources section allows you to define and manage rentable or schedulable resources like rooms, equipment, or facilities. These can be set up with availability rules, pricing, duration, and optional trainer requirements.
📊 Overview Table
The table shows all resource entries configured for your business. You can:
- Sort by name, price, days available, and active status
- Reorder resources using drag-and-drop to customize their display order
| Column | Description |
|---|---|
| Name | Resource name (e.g., Private Room A, Ice Bath). |
| Price | Cost per reservation. |
| Days Available | Days the resource is offered. |
| Is Active | Indicates whether the resource is enabled and visible. |
| Hidden from Calendar | Whether the resource is hidden from the public calendar. |
➕ Creating a New Resource
Click "New Resource" to open the resource editor panel.
📅 Required Fields
Name
- The title of the resource (e.g., “Private Sauna”).
Image
- Required image that helps visually identify the resource.
Description
- Rich text description shown during booking.
Start & End Date
- Defines when the resource becomes available.
- Leave end date blank if ongoing.
Start & End Time
- Daily availability window.
Price
- Cost per booking.
Duration
- How long a single booking lasts.
Max Participants
- Maximum number of people per booking session.
Minimum Booking Lead Time (Hours)
- Set the minimum number of hours in advance a member must book this resource.
- For example, setting this to 2 means members cannot book a slot starting less than 2 hours from now.
- Set to 0 (default) for no restriction.
Let Members Pick Any Start Time
- Off (default) — members book from the fixed slot grid built from your operating hours and Duration.
- On — members choose their own start time. The page shows the free windows for the day instead of slots, so someone walking in at 11:05 can start at 11:10 rather than waiting for the top of the hour.
- Best for resources people use on arrival: saunas, cold plunges, massage chairs, ranges, simulators.
- See Letting Members Pick Any Start Time below.
Booking Buffer (Minutes)
- Turnaround time required between two bookings on this resource.
- Leave blank to use the portal-wide default set in Portal Settings.
- Enter 0 to allow back-to-back bookings on this resource even when the portal default is higher.
- See Booking Buffer Between Sessions below for how it behaves.
Max Booking Length on Weekends & Holidays (Minutes)
- The longest a single booking on this resource can be on a Saturday, a Sunday or a holiday.
- Leave blank for no limit. Nothing changes for this resource.
- Enter a whole number from 1 to 1440 to set a limit.
- Set the resource's Duration at or below this limit, or members can't book it on weekends and holidays.
- See Weekend & Holiday Booking Length below for how it behaves.
Duration controls how long a booking lasts. Booking Buffer only controls how soon the next booking may start. If you want people booking in 15-minute sessions, set Duration to 15 — changing the buffer will never shorten a session.
🏷️ Booking Options
If your resource has multiple pricing tiers (e.g., "Single Rider - $100" and "Double Rider - $200"), use Booking Options to define them.
- Click Add Option to create an option with a name and price.
- When options are configured, members must select one before choosing a timeslot.
- The selected option and its price are shown on the booking confirmation page, in email notifications, and in Trello cards (if configured).
- Membership discounts apply to option prices the same way they apply to the base price.
- If no options are added, the Price field is used as the single booking price (existing behavior).
⚙️ Scheduling Details
Days Available
- Select which weekdays the resource can be booked.
- When you add or remove a day, the Operating Hours section below automatically updates to match.
Operating Hours
- Automatically populated when you select days above. Each newly added day defaults to 9:00 AM - 5:00 PM.
- Adjust individual day times as needed (e.g., a later start on Sundays).
- Removing a day from Days Available also removes its operating hours entry.
- You can still manually add or modify entries if needed.
Unavailable Dates
- Define exceptions when the resource is not available, with a reason and time range.
- To show the reason only to owners and managers, turn on Hide Unavailable Reasons From Staff.
🕒 Letting Members Pick Any Start Time
By default a resource is booked from a fixed grid: if it opens at 9:00 AM with a 60-minute Duration, members are offered 9:00, 10:00, 11:00 and so on. That works for things people schedule in advance, but not for a sauna or a plunge someone wants to use now — arriving at 11:05, they'd have to wait until noon.
Turn on Let Members Pick Any Start Time on the resource and the grid is replaced by:
- a list of the free windows for that day, and
- a time field where the member types the start time they want.
What the member sees
For a resource with 60-minute sessions, a 10-minute buffer, and an existing 10:00–11:00 booking:
Available windows — start any time inside one:
11:10 AM – 5:00 PM (last start 4:00 PM)
[ 11:10 ] Book 60 minutes
The window opens at 11:10 because the existing booking ends at 11:00 and the buffer is 10 minutes. Last start is the latest minute a full session still fits before the resource closes.
What happens when someone books
Each booking removes its own span, plus the buffer on each side, from the day. Everything left over stays bookable.
If that member books 11:10, their session runs to 12:10, and with a 10-minute buffer the next person can start at 12:20. Reload the page and it now reads:
Available windows:
12:20 PM – 5:00 PM
So the available times move through the day as people book, rather than resetting to the hour.
Notes
- Session length is still Duration. Members choose when to start, not how long to stay.
- Everything else still applies — operating hours, closed dates, unavailable dates, trainer availability and minimum booking lead time all work exactly as they do on the grid.
- Windows too short to hold a session are not offered. A 50-minute gap on a resource with 60-minute sessions simply doesn't appear.
- Existing resources are unaffected. The setting is off everywhere until you turn it on.
⏱️ Booking Buffer Between Sessions
A resource can require a gap between bookings — a new booking then can't start within that many minutes of an existing one ending, or end within that many minutes of one starting, on the same resource.
Use it where a resource needs turnaround time between sessions: a cleandown, a reset, or a walk from one bay to the next.
Where it's set
The buffer is configured in two places, and the resource always wins:
| Setting | Where | What it does |
|---|---|---|
| Resource Booking Buffer | Portal Settings → Store & Scheduling → Calendar & Display Settings | The default for every resource in your portal. |
| Booking Buffer (Minutes) | On the individual resource | Overrides the portal default for that one resource. Blank = use the portal default. |
The default for both is 0 — no buffer, back-to-back bookings allowed. This is how resources behaved before the setting existed, so nothing changes for your portal until you set it.
Mixing buffered and back-to-back resources
Because a resource's own buffer can be set to 0, the two settings together cover a mixed facility. For example, with a portal default of 15:
- Massage rooms and treatment bays (blank) → inherit the 15-minute gap for cleandown.
- Squash courts (set to 0) → keep running back-to-back on the hour.
- A piece of equipment needing a longer reset (set to 30) → gets 30 minutes.
Blank means "use the portal default." 0 means "no buffer on this resource," even when the portal default is higher. If you want a resource to run back-to-back on a portal that otherwise enforces a gap, enter 0 — don't clear the field.
What it applies to
The buffer applies everywhere a resource is booked:
- Members booking themselves — a slot that falls inside the buffer is shown as unavailable on the resource's booking grid, the same as a slot that's already taken. On a buffered resource the grid also offers the next real opening: after a 10:00–11:00 booking with a 15-minute buffer you'll see the 11:00 slot struck out and 11:15 offered beneath it, so the buffer costs fifteen minutes rather than the whole hour. (On resources using any start time, there's no grid to work around in the first place.)
- Staff booking at an arbitrary time — a walk-in, over the phone, or at the register. If a booking is attempted too close to an existing one, it's rejected so staff can pick a different time.
- Rescheduling an existing booking — a move into another booking's buffer is rejected the same way.
It's separate from Minimum Booking Lead Time above: lead time controls how soon before now a booking can start, the buffer controls spacing between two bookings.
Packages that bundle several resources together use their own availability check and do not apply the buffer yet.
Example
A resource with a 10-minute buffer and an existing 10:00–11:00 booking:
| Requested time | Result |
|---|---|
| 11:00 – 12:00 | ❌ Unavailable — starts the moment the previous booking ends |
| 11:05 – 12:05 | ❌ Unavailable — inside the 10-minute buffer |
| 11:10 – 12:10 | ✅ Available — the next real opening |
| 09:50 – 10:00 | ❌ Unavailable — ends the moment the next booking starts |
Members see these as greyed-out slots on the booking grid; staff booking at the register get a rejection message.
A buffer can also reach across midnight — a booking ending at 11:59 PM with a 10-minute buffer closes a 12:00 AM slot the following day.
🗓️ Weekend & Holiday Booking Length
A resource can cap how long a single booking may be on Saturdays, Sundays and holidays. A booking on one of those days that is longer than the limit is refused.
This is part of Resources, so it needs the same plan as the Resources page (Core).
Where it's set
| Setting | Where | What it does |
|---|---|---|
| Max Booking Length on Weekends & Holidays (Minutes) | On the individual resource | The longest one booking can be on this resource on a weekend or holiday. Blank = no limit. |
| Holidays (Booking Length Limits) | Portal Settings → Store & Scheduling → Calendar & Display Settings, right after Facility Closures | The holiday dates for your whole portal. |
The default is blank — no limit. Nothing changes for a resource until you enter a number, from 1 to 1440 minutes.
How it works
- Weekends and holidays only. The limit applies on a Saturday, a Sunday, or a date on your holiday list. On any other day the resource is booked as usual.
- Per booking. The limit is the length of one booking, from its start to its end. It is not a total for the day.
- A booking exactly at the limit is allowed.
- Holidays are single dates you add by hand. There is no yearly repeat and no built-in holiday list.
- A holiday is not a closure. On a holiday the facility stays open and bookable, and only the booking length is capped. To close a date, use Facility Closures, which work as before.
Members book slots as long as the resource's Duration. If the Duration is longer than the limit, members can't book that resource on weekends and holidays. Set the Duration to the limit or less.
What it applies to
The limit applies every way a resource is booked:
- Members booking themselves in the member portal
- ManageRegister
- The owner's Book a Resource form
- The RSO kiosk
It applies to staff too. There is no override.
A booking that is too long is refused with this message, where X is the limit set on that resource:
This resource can be booked for a maximum of X minutes on weekends and holidays.
Existing bookings
Setting a limit doesn't change bookings that already exist. A booking that is already over the limit can't be moved or stretched unless it ends up within the limit.
Example
A resource with a limit of 120 minutes:
| Booking | Result |
|---|---|
| 2 hours on a Saturday | ✅ Allowed — exactly at the limit |
| 3 hours on a Saturday | ❌ Refused |
| 1 hour on a Sunday | ✅ Allowed — under the limit |
| 3 hours on an ordinary weekday | ✅ Allowed — the limit only applies on weekends and holidays |
| 3 hours on a date on your holiday list | ❌ Refused |
👤 Trainer & Restrictions
Trainers
- If a trainer or supervisor is required for this resource (e.g., spotter for weight room), you can select one or more here.
💸 Membership Controls
Membership Levels
- Only members in these levels will be able to see or book the resource.
- Leave this empty to make the resource open to every member. An empty list means "no membership restriction", not "no one allowed" — so if you want to restrict a resource, you have to select at least one level. Selecting none is the same as selecting all.
- Members whose level is not on the list do not see the resource in the portal listing at all, rather than seeing it and being refused at booking.
- This restriction applies to members only. Guests browsing the public resource page are never filtered by it — see the Guest Viewing section below.
Membership Discounts
- Offer discounts to members of specific levels.
- Discount Type: Choose between % Off (percentage) or $ Off (flat dollar amount).
- % Off: Enter a percentage (0-100). For example, 50% off a $20 resource = $10.
- $ Off: Enter a fixed dollar amount to subtract. For example, $10 off a $15 resource = $5.00. This avoids rounding issues that can occur with repeating percentages (e.g., 66.67% off).
- You can set different discount types per membership level.
📝 Editing & Reordering
Click the edit icon on any row to update that resource. All changes are live once saved.
You can adjust:
- Pricing
- Days and hours
- Visibility
- Membership rules
- Description and attachments
To reorder how resources appear (e.g., in dropdowns or booking interfaces), click the up/down arrow icon in the top-left corner of the table, then drag and drop the rows into your preferred sequence. When done, click the checkbox to save the new order.
✅ Best Practices
- Use Unavailable Dates to block off days for maintenance or events.
- Attach trainers only if the resource requires supervision.
- Reorder resources to prioritize the most-used ones at the top.
Public View Link
When editing a resource, a Public View Link is displayed showing the direct URL to this resource's public booking page. This link can be shared with members or embedded on your website.
👁️ Guest Viewing
Resource pages are publicly accessible — visitors do not need to be signed in to view available dates, times, and pricing. This works the same way as classes, packages, and events.
- Guests see all available timeslots but are prompted to sign in or create an account to book.
- Members see timeslots with direct booking links, filtered by their membership level access — unless the resource's Membership Levels list is empty, in which case every member sees it.
This makes it easy to share resource links on social media, your website, or in marketing emails without requiring login first.
⏳ Past Resource Notices
- If a resource's end date has passed and no future dates are available, a "This resource has passed" notice is shown instead of an empty schedule.
- If a member navigates to a past date on the date-based resource listing, a notice indicates that bookings are no longer available for that date.