Setting Up and Managing Rooms in Pike13

Rooms allow you to organize your space and assign specific areas to services and appointments. This article covers how to create rooms, set their availability, assign them to services, and what happens when a room's location changes.

Rooms are a way to designate specific physical spaces at your locations such as a studio, pool lane, or meeting room and make them available for bookings. Once set up, rooms can be automatically booked by staff alongside a service, without requiring staff to be assigned each time. Rooms can also be made available for clients to book on their own

Creating a Room

Go to Settings
Navigate to Rooms.
Select Add Room.
Enter a Room Name and assign it to a Location.
Add Room Description for the type of room (cycling, racquetball, tennis courts, etc.)
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).
Toggle on allow room to be booked to add appointment time and capacity for the room. This enables the Book Room button for staff, and for services with no Staff Availability configured lets clients book the room directly online themselves (see Client Self-Booking).
Click Save.

Once created, the room will be available to assign to services and appointments at that location.

Assigning a Room to a Service

When creating or editing a service, you can assign one or more rooms to it. When a client books that service, the room will be automatically reserved and no additional staff action needed.

Tip:
Rooms are location-specific. Only rooms belonging to the selected location will appear as options when setting up a service.

Room Availability

Room availability works alongside staff availability when scheduling. You can define the hours a room is open for bookings, independent of which staff member is assigned.

This means:

A room can be available even when no specific staff member is required.
If both a staff member and a room are assigned to a service, both must be available for a booking to be confirmed.

Client Self-Booking

Rooms don't always need a staff member attached to be booked. When a room is set up for it, clients can book that room directly online themselves — no instructor or staff assignment required.

A room becomes bookable by clients on their own when:

The room has Allow Room to be Booked enabled, and
The service it's assigned to has no Staff Availability configured

When both are true, clients see the room as something they can book directly, without also needing to pick a staff member. The room's configured hours and capacity still apply exactly as they would for any other booking.

This works well for spaces or resources clients can use on their own, like a practice room or a piece of space-based equipment, where staff involvement isn't necessary for the booking itself.

Note: If a room becomes unavailable between when a client selects it and when they confirm, for example someone else just took the last open slot the client sees a clear message that the room is no longer available, rather than the booking silently failing.

Changing the Location of an Event

Because rooms are tied to a specific location, changing the location of an event occurrence will automatically remove any rooms assigned to that event.

When this happens, you will see a confirmation message, for example:

"Room 1 at Cherry Valley has been removed from this event occurrence."
"Room A, Room B, Auditorium X at Princeville have been removed from this event occurrence."

After the location change, you can assign a new room from the updated location if needed.

Setting Up and Managing Rooms in Pike13