📝 Overview
The room sharing feature is designed for businesses where staff members share physical rooms/areas. When enabled, rooms can be scheduled similarly to staff members, with assigned hours and services. Appointments must align with both staff and room availability.
⚠️ Please Note: This feature is only available for Single Appointment Per Time Slot, Multiple Appointment Per Time Slot will not allow Rooms to function appropriately.
🔑 Enabling Room Sharing
Enable room sharing to allow multiple staff members to schedule appointments using shared rooms, ensuring availability is based on both staff and room schedules. You must be a Headquarter or Location Administrator in order to enable and configure room sharing.
Click here to learn more about Enabling Room Sharing
Click here to learn more about Enabling Room Sharing
Click on Settings > Rooms Preferences.
Set Preference #1 (Enable room sharing) to Yes.
Click Update.
Log out and log back in, or refresh your browser.
Once enabled, a Rooms tab will appear within your Site Administration.
➕ How to Create Rooms
Rooms are set up similarly to staff members. Create rooms by defining their names, availability, services, and status so appointments can be scheduled based on both room and staff availability. When room sharing is enabled, the system assumes every Staff Member can use every room.
⛔ Please Note: If room sharing is enabled but no rooms are created, no available time slots will display for any staff members.
Click here to learn more about How to Create Rooms
Click here to learn more about How to Create Rooms
Click on Rooms tab.
Click Add New Room.
Set the Status (Active or Inactive), Show in Customer View (Yes or No), Room name, Screen name, and which Services are offered within this Room.
Click Add.
⚙️ Room Preferences
Configure room-related display and scheduling options to control how rooms appear on the Appointments page and how staff information is shown on room schedules.
Click here to learn more about Room Preferences
Click here to learn more about Room Preferences
Within Settings > Rooms Preferences, there are two additional preferences:
Default Appointments View
Preference #2 allows the Appointments page to default to showing room schedules instead of staff schedules.
💡 Pro Tip: If rooms are an integral part of your scheduling workflow, set this preference to Yes.
Display Staff Names on Room Schedule
Preference #3 allows the staff member’s name to display next to the customer’s name when viewing the appointment grid for a room.
🧾 Room Field Definitions
Review each room setting and field to understand how availability, naming, services, and status affect room scheduling and appointment creation.
Click here to learn more about Room Field Definitions
Click here to learn more about Room Field Definitions
Screen Name
Enter the label you want displayed on the appointment grid and in reports.
If no alternate label is needed, use the same name as the Room Name.
Room Name
Enter a name for internal use.
This name is not visible to customers.
Schedule
Define the hours when the room is available.
⚠️ Pro Tip: An appointment must fit within both:
The staff member’s schedule
The room’s schedule
Services Available
Assign which services can be performed in the room.
Status
Active: Room is available for appointments.
Inactive: Room should not be used.
Days Off
Mark any days when the room should be unavailable.
❌ Disabling Room Sharing
Disable Rooms to stop scheduling appointments by room and revert availability to be based solely on staff schedules.
Click here to learn more about Disabling Room Sharing
Click here to learn more about Disabling Room Sharing
Click on Settings > Rooms Preferences.
Set Preference #1 (Enable room sharing) to No.
Click Update.
Log out and log back in, or refresh your browser.
Once disabled, the Rooms tab will disappear from your Site Administration.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Does the room have the same schedule as the staff member associated with the room?
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Click the arrow to see the answer
Staff Members and Rooms are independent and each has its own schedule. They do not need to match. However, staff availability must fall within the available hours of the room in order for appointments to be scheduled.
What happens if a room is set to Inactive?
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Click the arrow to see the answer
Inactive rooms cannot be selected for new appointments and will not appear as available on the schedule.
Can rooms be used without enabling room sharing?
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Click the arrow to see the answer
No. Rooms only function when room sharing is enabled. If it is disabled, room schedules are ignored.
Can I view reports by room?
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Click the arrow to see the answer
Yes. Rooms can be selected and viewed in reports using the room’s Screen Name.
Can I assign different services to different rooms?
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Click the arrow to see the answer
Yes. Each room can have its own set of available services, which controls what types of appointments can be booked in that room.
What happens if a room becomes unavailable after appointments are booked?
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Click the arrow to see the answer
If a room is marked unavailable, existing appointments remain scheduled, but no new appointments can be booked during that time.
If I create a reserve time, does it block out that time in the rooms associated with that staff member?
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Click the arrow to see the answer
Because multiple Staff Members can be assigned to a single Room, room schedules must remain independent of staff schedules. When you create a reserved time, it only blocks time on the schedule you are actively working with by default.
While setting up a reserved time, you can choose to reserve time across:
All staff member schedules or
All room schedules
You cannot reserve both at the same time.