slotsy

Room Management

Updated September 19, 2026

Rooms represent the physical spaces within a location where services are performed — treatment rooms, studios, meeting rooms, and more.

What Are Rooms

Rooms help you manage space capacity. Instead of only tracking staff availability, Slotsy also checks room availability to prevent double-booking a physical space.

Examples of rooms:

  • Treatment Room 1 in a massage studio
  • Nail Station A in a beauty salon
  • Meeting Room (8 people) in a co-working space
  • Studio B in a photography studio

Room List

Open a location and go to the Rooms tab to see all rooms:

ColumnDescription
NameRoom name (e.g., "Treatment Room 1")
LocationParent location
CapacityMaximum number of simultaneous bookings
ServicesAssigned services
StatusActive or inactive

Creating a Room

  1. Go to Settings > Locations and open a location
  2. Click the Rooms tab
  3. Click + New Room
  4. Fill in the details:
FieldRequiredDescription
NameYesRoom name visible in the calendar and admin panel
LocationYesAutomatically set to the current location
CapacityYesHow many bookings the room supports at once (default: 1)
DescriptionNoInternal note (e.g., "Has massage table and sink")
  1. Click Save

Tip: Most service rooms have a capacity of 1. Set a higher capacity for group classes (e.g., a yoga studio that fits 10 people per session).

Assigning Rooms to Services

Rooms are linked to services to determine which room is used for each booking:

  1. Open the room
  2. Go to the Services tab
  3. Check the services that use this room
  4. Click Save

When a customer books a service that requires a room, Slotsy automatically checks room availability alongside staff availability.

Tip: If a service can be performed in multiple rooms, assign all applicable rooms. Slotsy will pick the first available one.

Room Availability and Conflicts

Slotsy prevents double-booking of rooms:

  • When a booking is created, Slotsy checks if the room is free for the selected time
  • If all rooms for a service are occupied, the time slot is marked as unavailable
  • Cancelling or rescheduling a booking frees up the room

Conflict example: Treatment Room 1 has capacity 1. A massage is booked for 10:00–11:00. Another customer cannot book any service that requires Treatment Room 1 during that hour.

Editing and Deleting Rooms

  • Edit: Open the room, modify fields, click Save Changes
  • Delete: Open the room, click Delete Room, confirm

Deleting a room does not affect existing bookings. Future bookings for services that required the deleted room will use remaining rooms or show no availability.

Room Scheduling on Calendar

Rooms appear on the calendar when you use the Room filter:

  1. Open the Calendar page
  2. Select a location from the Location filter
  3. Select a room from the Room filter
  4. The calendar shows only bookings that use the selected room

This is useful for seeing when a specific room is free or occupied throughout the day.

Tip: In day view, switch between staff-based and room-based layouts to get different perspectives on your schedule.

Related