Overview of Rooms and Equipment in Calendars

Overview

PXME allows you to manage rooms and equipment directly within your calendars to ensure resources are allocated properly. This prevents conflicts, reduces double-bookings, and keeps scheduling smooth—whether you’re managing treatment rooms, specialized machines, or fitness spaces.

Key Features and Benefits

• Room Creation and Management – Assign rooms to calendars so each appointment has a designated space.

• Equipment Allocation – Link equipment to calendars to track availability and prevent overuse.

• Seamless Integration – Rooms and equipment are automatically factored into scheduling—no manual tracking required.

• Double-Booking Prevention – PXME checks both staff and resource availability before confirming an appointment.

How to Use Rooms and Equipment

1. Enable Rooms and Equipment

1. Go to Calendar Settings in PXME.

2. Under Preferences, toggle Rooms and Equipment ON.

3. A new Rooms and Equipment tab will appear.

2. Creating a Room

1. Go to the Rooms tab.

2. Click Create Room.

3. Enter details:

   • Room Name (e.g., “Massage Room”)

   • Description (e.g., “Private massage therapy space”)

   • Room Capacity (max number of simultaneous appointments)

4. Associate the room with one or more service calendars. When booked, that room will automatically be reserved.

3. Creating Equipment

1. Go to the Equipment tab.

2. Click Create Equipment.

3. Enter details:

   • Equipment Name (e.g., “Laser Machine”)

   • Description (purpose or type of equipment)

   • Total Quantity (units available)

   • Out of Service Quantity (track unavailable units)

4. Link the equipment to relevant calendar(s).

4. Avoiding Double-Bookings

• If a room has a capacity of 2, no additional appointments can be scheduled once that limit is reached.

• If equipment is booked or marked Out of Service, PXME prevents it from being scheduled until it’s available again.

Special Considerations

• View Assignments – Rooms and equipment linked to an appointment are visible in the appointment modal.

• Room Selection – Users can select specific rooms during booking if needed for flexibility.

Pro Tips

• Set Accurate Capacities – Use correct room capacity and equipment quantities to prevent conflicts.

• Update Status Promptly – Mark equipment as “Out of Service” as soon as it becomes unavailable.

FAQs

Q1: Can I link multiple pieces of equipment to one calendar?
No. Each calendar can only have one piece of equipment assigned. However, a single piece of equipment can be linked across multiple calendars.

Q2: How does PXME prevent double-bookings?
PXME checks both staff availability and assigned resources. If the room or equipment is unavailable, the time slot is blocked.

Q3: What if equipment is marked as “Out of Service”?
It won’t appear as available for scheduling until it’s updated.

Q4: Can I set different room capacities for different calendars?
No. Room capacity applies universally to all calendars it is linked to.

Q5: How do I see which room or equipment is tied to an appointment?
Open the appointment modal—linked rooms and equipment are displayed there.