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Rooms and equipment

Set up operating rooms and devices as resources, and prevent overlapping bookings for the same room or device.

3 min read

Even if your doctor is free, you can't book a patient if the operating room is taken or your only CBCT scanner is in use. Rooms and Equipment link these resources to your calendars and prevent clashes automatically.

Before you start

  • Rooms and equipment are enabled in your account preferences under Settings → Calendars → Preferences. If you can't see this tab, message our support team on WhatsApp.
  • Resources are mainly used together with Service Menu calendars. See Calendar types.
  • You need Admin permissions to change these settings.

Create a room

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Calendars

Create Room2
CalendarsGroupsService MenuRooms1EquipmentPreferencesConnections
RoomCapacityCalendars
Operating Room 11Implant Surgery, All-on-4
Consultation Room2Check-up

Create Room

Name *

Operating Room 2

Description

Sterile surgical room – implants, sinus lift

Total capacity

1

Select calendar

Implant Surgery, All-on-4
3
CancelCreate4
Settings → Calendars → Rooms tab and the Create Room window.
  1. In Settings → Calendars, switch to the Rooms tab.
  2. Click Create Room in the top right.
  3. Enter the room details:
    • Name: e.g. Operating Room 2
    • Description: what the room is used for, e.g. "Sterile surgical room – implants, sinus lift".
    • Total capacity: how many appointments can take place in the room at the same time. Usually 1 for an operating room.
    • Select calendar: the calendars that use this room.
  4. Click Create.

From now on, when an appointment is booked in a calendar linked to this room, the room counts as taken for that time. Other calendars using the same room won't offer that time to patients.

Set up equipment

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Calendars

Create Equipment
CalendarsGroupsService MenuRoomsEquipmentPreferencesConnections
EquipmentQuantityCalendars
CBCT scanner1Implant Consultation
Intraoral scanner2Veneers Prep, Check-up
FUE motor1Hair Transplant
If the equipment is in use, the slot isn't offered.
The Equipment tab: devices, quantities and linked calendars.

Equipment works the same way as rooms: create the device in the Equipment tab, enter its quantity and link it to the calendars that use it. A piece of equipment can be linked to several calendars, but it can't be used in more appointments at once than its quantity allows.

Typical resources in medical-tourism clinics:

ResourceTypeLinked calendars
Operating Room 1–2RoomImplant Surgery, All-on-4, Sinus Lift
Consultation RoomRoomCheck-up, In-clinic Consultation
CBCT scannerEquipmentImplant Consultation
Intraoral scannerEquipmentVeneers Prep, Check-up
FUE motorEquipmentHair Transplant
Laser deviceEquipmentTeeth Whitening, Gum Contouring

Tip

Only add resources that are real bottlenecks. Adding devices you have plenty of just makes the setup more complicated.

Clinic example

A hair transplant clinic has two surgeons but only one operating room and one FUE motor. Before rooms and equipment were set up, two coordinators could book two different patients for surgery on the same morning. With "Operating Room 1" (capacity 1) and "FUE motor" (quantity 1) set up, once the first booking is made, no second surgery slot shows for that morning.

Note

Rooms and equipment are an extra check on top of team member availability. For a slot to be offered, both the doctor and the linked resources must be free.

Troubleshooting

I can't see the Rooms or Equipment tab. The feature hasn't been enabled in your account preferences, or your role can't access calendar settings.

Fewer free times than expected. Check the resource's capacity; if a room with capacity 1 is linked to several calendars, all of them share the same times.

Didn't solve your problem?

Ask the assistant or message our support team.

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