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Product Your data stays on your websiteOnline payments and depositsInvoices and credit notes, built inWorks with the tools you already useBooking forms that ask the right questionsTeam sign-in, no dashboard accessAccessible to every customerSafe, signed updates All features
Booking kinds AppointmentsGroup bookingsRequests you approveFree bookingsSeveral services in one visitClasses and coursesEvents with ticketsRooms, desks and equipmentWaiting list
Industries Professional servicesClinics and healthSalons and beautyTraining, classes and coursesPet careHome and autoPublic sector and educationCreative and eventsCommunity, charities and volunteering All 51 industries
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Team and locations

Add rooms and equipment, and make a service need one

Add the rooms, desks, chairs and equipment your appointments need. A service that needs one is only offered when one is free.

Plans
Plans: Pro
In the plugin
CaliDiary → Team and locations → Rooms and equipment

Pro plan. On the Free and Solo plans you see a preview of this in the plugin, with Start free Pro trial and See plans. Compare the plans.

When you need it

  • You have two meeting rooms and three advisers, so rooms run out before people do.
  • A service uses equipment, such as a projector, that you only have one of.

Before you start

  • Rooms and equipment are part of CaliDiary Pro. On Free and Solo the tab shows a preview with the upgrade links; anything already saved is kept.

Step by step

  1. Open CaliDiary → Team and locations and choose the Rooms and equipment tab.

  2. Press Add resource. Enter its Name, such as “Meeting room”, and choose its Kind: Room, Desk, Chair, Equipment or Other.

    [Screenshot to come] It will show: The Add resource window: Name “Meeting room”, Kind Room, How many identical ones 2, People each one holds 6, How it is booked set to Whole, Taking bookings on.
    The Add resource window for two meeting rooms booked whole (Team and locations → Rooms and equipment → Add resource)

  3. Set How many identical ones you have (such as 2 meeting rooms of the same size) and People each one holds (seats in a room, or 1 for a desk or chair). With several locations, choose its Location.

  4. Under How it is booked, choose Whole: one booking takes it, whatever the number of people, or By the seat: people share it until every seat is taken. Leave Taking bookings on and press Add resource.

  5. Now open CaliDiary → Appointments → Services and press Edit on the service that needs it.

  6. Under Rooms and resources, tick what the service needs. Any one of the ticked resources will do: the smallest suitable one free at that time is taken.

    [Screenshot to come] It will show: The Edit service window for Initial consultation scrolled to Rooms and resources, with Meeting room ticked and Needs a person on.
    A service’s Rooms and resources setting with the meeting room ticked (Appointments → Services → Edit service)

  7. If no one has to be there (for example a room hired on its own), switch off Needs a person. Press Save changes.

Tips

  • Visitors never choose a room: CaliDiary picks one automatically and only offers times when one is free.
  • In a booking’s window, the Room or resource section shows what it Takes, with Change to swap it.
  • A resource with bookings can’t be deleted: switch off Taking bookings instead.

Common problems

“Enter a name, such as “Meeting room”.”
Name is required. Type what your team calls it.
“Enter a number from 1 to 100.”
How many identical ones must be between 1 and 100.
“Choose at least one resource, or switch on “Needs a person”.”
A service needs a person, a resource or both. Tick a resource, or switch Needs a person back on.
The service editor says “Add rooms, desks or equipment on Team and locations › Rooms and equipment first.”
There are no resources yet. Use Go to rooms and equipment and add one first.

New to CaliDiary?

Start on the free plan, with no booking limit. Upgrade only when you need to.

Start freeSee pricing and plans