Follow these steps to configure your rooms and let GOrendezvous manage them for you:
Before you start, make sure to set your work location(s)
How to add rooms:
1. Click on Settings
2. Click on Business
3. Click on Rooms
4. Click on Add Room
5. Enter the room's name
6. Set the location of the room.
For example : you could have a Room 1 at your Montreal and New York office
7. Specify the status of the room.
For example : if the room is under renovation, you could put the status Out of Service as unusable for the moment.
8. Save
You need to associate your rooms to your services and/or your work schedule in order for them to be automatically associated to your appointments. Room availability is automatically managed.
How to assign a service to a room:
Optional step. For example : if you have two rooms with some special equipment, such as needles, you could set it up so that acupuncture services could only be offered in rooms 1 and 2. If you do not want to specify rooms for services, you can go to the next step:
Assign a room to your work schedule.
Go to your service options under Account Settings > Employees and Services > Select the desired service
9. Enable the option I want to specify in which rooms this service can be offered
10. Choose the rooms where this service can be offered
11. Click on Save at the bottom of the page
How to assign a room to a work schedule:
Optional step. For example: if you do not have access to your rooms at all times, you can specify the days when you do have accès to them.
1. Click on Availability
2. Click on a blue availability block
3. In the Room field, choose the rooms that are available to you at that time.
4. Click on Save
5. Click on Done
You can use this weekly work schedule as your default recurrent schedule or copy it to other weeks to avoid specifying rooms for every week.
Example scenarios:
Scenario : A massage therapy clinic has 5 massage therapists who share 3 rooms.
ACTION: Create the 3 rooms and assign them to all massage services.
RESULT: The system offers appointment based on the room availabilities. Let's say that 3 massage therapists have appointments booked on Monday at 9am, which means that all the rooms are occupied. As a result, no appointment will be offered on Monday, 9am to other clients, even if there are two other therapists available.
Scenario B: A multidisciplinary clinic with several rooms, two of which are reserved for acupuncture services. There are two acupuncturists, John, who works full-time and Mary who works part-time, only on Thursdays and Fridays. John wants to use both rooms when his colleague is not working.
ACTION: Assign John and Mary's acupuncture services to the rooms reserved to acupuncture services. In John's work schedule, assign the two rooms (ex: rooms 1 and 2) on Mondays, Tuesdays, Wednesdays and one room (ex: room 1) on Thursdays and Fridays. In Mary's work schedule, assign the other room (ex: room 2) on Thursdays and Fridays.
N.B.: You have to set that John can see 2 clients at the same time for his acupuncture services.
RESULT: Mondays, Tuesdays and Wednesdays, John will be able to see two clients at a time since he has access to two rooms. On Thursdays and Fridays, John will be able to see only one client at a time since only one room is available to him on those days.