Managing Spaces With Rooms

Rooms allow assigning specific physical spaces (e.g., "Yoga Studio A" or "Massage Room 1") to your services. This helps organize your facility and ensures clients know exactly where their appointment is taking place.

In This Article

Who can use this feature?

• Pike13 Plans: ✅Premium, ✅Advanced, ✅Essential
• User Roles: ✅Primary Owner, ✅Owner, ✅Manager, ❌Staff, ❌Limited Staff

Adding Rooms

1. At the top of any Pike13 page, click Settings, then click Rooms.
2. Click + New Room on the right side.
   

3. Fill in the following fields:

   1. Room Name: Give the space a clear label (Cycle Studio, Yoga Room, Band Practice, etc.)
   2. Room Location: Applicable if the business has many locations (Main Building, Annex, Downtown, Uptown, etc.)
   3. Room Description: Add different types of rooms (cycling, racquetball, tennis courts, etc.)
   4. Applicable Services: Select exactly which services can be offered in this room. This filters the list during scheduling to prevent errors (e.g., preventing a Yoga class from being booked in the Spin room).
   5. Allow Room to be Booked: Toggle on to add appointment time and capacity. NOTE - Booking restrictions will be enforced in an upcoming release.
      

Editing and Deleting Rooms

Editing a Room

1. Click on the Room Name you wish to update.

2. Click the Edit button next to the specific detail you want to change:

   • Room Location

   • Room Description

   • Room Category

   • Applicable Service

3. Click Save to apply your changes.

Deleting a Room

1. Click on the Room Name you wish to remove.

2. Click Delete Room.

How Rooms Appear

Once set up, rooms integrate directly into your daily workflow to help staff coordinate resources and ensure clients know exactly where to go.

For Staff: The assigned room appears on the service event details, helping your team organize equipment and manage physical flow.

For Clients: The room name is displayed in Confirmation Emails, Reminder Emails, and on their Client Profile schedule to eliminate arrival confusion.

Assigning Rooms

Classes & Events

When scheduling a class or editing an event occurrence, use the Room dropdown menu. The system automatically prioritizes rooms associated with that location and marked as applicable for that service.

Appointments

You can select a room directly on the appointment details page when booking or editing. Staff can also use the Room filter on the appointment availability page to browse open time slots by a specific room.

Scheduling Conflicts & Overrides

Pike13 helps you manage your space efficiently by guiding you toward open rooms while maintaining the flexibility to handle unique scheduling situations.

Room Selection Guidance

When choosing a room from the dropdown menu, the system uses visual cues to help you avoid mistakes:

• Priority Placement: Rooms marked as Applicable for the selected service automatically appear at the top of the list.

• Conflict Detection: Any room that is already booked or in use during that time slot will appear in Bold text.

Flexibility & Manual Overrides

The system acts as a guide rather than a hard barrier. Staff members have the flexibility to bypass restrictions when necessary:

• Double-Booking: Staff can still select a bolded room that is already in use.

• Non-Applicable Rooms: Staff can select a room even if it wasn't originally designated for that specific service.