Resources protect limited capacity that several appointments may need, such as a counseling room, ultrasound machine, or shared provider pool.
Use a resource when:
Only a fixed number of rooms or equipment items are available.
Several appointment types share the same room or capacity.
Two services must not overlap because they depend on the same limited pool.
Do not use a resource merely to describe who is qualified. Use positions for qualifications and work schedules.
Open Scheduler > Scheduler Settings > Resources, or go to Settings > Schedule > Resources.
Give the resource a clear name.
Keep it active.
Assign it to the correct location.
Set the available capacity at that location.
Link every appointment type that consumes that capacity.
Capacity is shared across the linked appointment types. A capacity of 1 means only one linked appointment can use the resource at a time.
Buffers on appointments also consume the protected time, so back-to-back slots may disappear when buffer time is configured.
If an appointment type can use any one of several interchangeable resources, link the available alternatives. CoolFocus can offer the slot when an eligible resource has capacity.
If the appointment truly needs several things at once, confirm the setup in Coverage Preview and test it carefully. Do not assume that linking several resources always means every one of them is required.
Online booking applies availability and capacity rules to protect clients from choosing an unavailable time. Staff may still be warned and allowed to override a conflict when creating an appointment. Train staff to treat conflict warnings as intentional exceptions, not routine booking.
Create a test scenario using two appointment types linked to the same capacity-1 resource. Book the first type, then confirm the overlapping time is no longer offered for the second type.
