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What you will accomplish

You will create a list of limited spaces, equipment, or people—then connect them to event types so Schedule does not double book them. A resource can be a detail bay, wash bay, lift, conference room, trailer, photographer, specialist, or any other item your team cannot use for two appointments at once. This guide helps you create the resource list and add individual bookable instances. After that, you attach resources to event types in Configure scheduling and booking options.
Two ways to limit capacity — pick the right oneMany facilities start with Operations amenities in Manage custom statuses and amenities. Those show up in booking options as Facility amenity (optional) and are enough when you need simple limits (for example one detail bay or one wash lane).Use Bookable resources (this guide) when you need named instances with their own capacity—Bay 1 and Bay 2 under one Detail Bay resource, or a person linked to a staff account.If you already created amenities and they appear in the booking option dropdown, you may not need bookable resources yet.
Use resources only when capacity mattersIf your team can do unlimited appointments of a certain type at the same time, you may not need resources. Add resources when a physical space, staff member, or piece of equipment can only be used by one or a limited number of appointments at once.

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Before you start

  • List the things that limit scheduling capacity, such as bays, lifts, rooms, staff, or equipment.
  • Decide how many individual instances exist. Example: one resource named Detail Bay may have instances named Bay 1 and Bay 2.
  • Know whether any instance should be linked to a specific staff user.
  • Decide which event types should require this resource.
  • Make sure you have admin access to Settings > Services & schedule.

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Understand resources and instances

A resource is the general thing customers or staff book. Example: Detail Bay.An instance is the specific bookable item inside that resource. Example: Bay 1 and Bay 2.If you only have one detail bay, create one resource named Detail Bay and one instance named Bay 1.

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Start with Operations amenities (most facilities)

Before you create advanced bookable resources, check whether Settings > Operations already covers your needs.
Operations settings page showing Bookable bays, rooms and equipment section with amenity cards
Most facilities start here. Amenities appear in booking options as Facility amenity (optional)—enough for simple limits like one detail bay.
When to use advanced bookable resourcesUse Settings > Bookable resources when you need named instances with their own capacity—Bay 1 and Bay 2 under one Detail Bay resource, or a person linked to a staff account. Skip this guide if Operations amenities already work for you.

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Open Bookable resources

Open Settings > Bookable resources directly. This page is not in the main settings sidebar—you can bookmark it or search for “Bookable resources” in Settings.
1

Go to Bookable resources

Navigate to Settings > Bookable resources.Expected result: You see resources on the left (for example Detail Bay) and Instances on the right (for example Bay 1).
Bookable resources page showing resources on the left and instances on the right
Bookable resources list shows each resource on the left and the selected resource’s instances on the right.

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Add a resource

1

Click Add resource

On the Bookable resources page, click Add resource.A window named Add resource opens.
2

Enter the resource name

In Name, type the general resource name.Examples: Detail Bay, Wash Bay, Lift, Conference Room, Transport Trailer, or Lead Technician.
3

Choose the kind

Use Kind to describe what type of resource it is.If you are not sure, choose the closest option. This helps your team understand the resource later, but the name is usually what staff notice first.
4

Add a description

Use Description for simple notes that help staff understand when to use the resource.Example: “Use for customer detail appointments and inspection work.”
5

Click Create

Click Create. The resource is added to the list.
Add resource dialog with Name, Kind, Description, Cancel, and Create controls
Create the general resource first, then add one or more instances that can actually be booked.

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Add an instance

1

Select the resource

Click the resource name in the left column.The Instances panel appears on the right.
2

Click Add instance

Click Add instance.
3

Enter the instance name

In Name, type the specific item or slot.Examples: Bay 1, Bay 2, Lift A, Conference Room, or Trailer 1.
4

Set capacity

Use Capacity to show how many appointments can use that instance at once.Most physical items should have capacity 1. Use a higher number only when more than one booking can safely share the same instance.
5

Link a user if needed

Use Linked user (optional) only when the instance is a person or belongs to a specific teammate.If the resource is a room, bay, lift, or equipment, leave this as None unless your process requires a specific staff owner.
6

Click Create

Click Create.Expected result: The instance appears in the Instances table on the right, with its name, capacity, and status shown.
Add instance dialog with Name, Capacity, Linked user optional, Cancel, and Create buttons
Each instance is the bookable slot your calendar checks—such as Bay 1 or Bay 2 under one Detail Bay resource.
Bookable resources page showing Detail Bay selected with Bay 1 and Bay 2 instances in the table
A resource with two instances lets the calendar book Bay 1 and Bay 2 separately—helpful when your shop runs more than one lane.

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Attach the resource to an event type

Creating the resource list is the first part. The second part is telling an event type to use that resource.
1

Open Services & schedule

Go to Settings > Services & schedule.
2

Edit the event type

Click Set up or Advanced on the event type that needs the resource.Example: If detail appointments need a detail bay, open Detail Appointment.
3

Open Booking Options and edit the option

Scroll to Booking Options on the same edit page. Click Edit on the option that should reserve the resource (or click Add option first).Expected result: The Add option or Edit option window opens.
4

Choose Facility amenity (optional)

In that window, open Facility amenity (optional) and pick the instance this appointment should reserve—such as Bay 1 under Detail Bay.This tells the calendar to check availability before the event is booked.Expected result: The amenity name appears in the dropdown before you save the option.
5

Save and test

Click Save Changes, then create a test appointment from Schedule. Confirm the appointment uses the expected resource and does not allow unavailable capacity.If no resources exist yet, the Bookable resources page shows No resources yet until you add your first bay, lift, or room.
Edit option dialog on an event type showing Facility amenity optional with a bay instance selected
The resource is not active until you link an instance here under Facility amenity (optional) on the booking option.
Start simpleMany facilities begin with Operations amenities in Manage custom statuses and amenities before creating named bookable resources. Add bookable resources when you need separate Bay 1 and Bay 2 (or similar) under one resource type.Open Settings > Bookable resources directly, or start with Settings > Operations if you only need simple bay limits.

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What success looks like

After setup:
  • The resource appears on Settings > Bookable resources.
  • Each resource has at least one active instance.
  • The event type that needs the resource is configured to check it.
  • Test appointments respect the resource’s capacity.
  • Staff can see which limited space, item, or person is being used.

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Common examples

Detailing: Resource: Detail Bay. Instances: Bay 1, Bay 2.Maintenance: Resource: Lift. Instances: Lift A, Lift B.Customer tours: Resource: Showroom or Conference Room. Instances: Main Showroom, Upstairs Conference Room.Staff-based work: Resource: Technician. Instances: Jordan, Taylor, Casey. Link each instance to the matching team user if helpful.

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Troubleshooting

Appointments are still double-bookingMake sure the event type is actually using the resource. Creating a resource does not automatically attach it to every event type.
The resource exists but cannot be selectedOpen Settings > Bookable resources, select the resource, and confirm it has at least one active instance. Then return to the event type’s Booking Options, edit the option, and look again under Facility amenity (optional).
I created a bookable resource but only see Operations amenitiesThat usually means the instance is not active, or you are looking at Booking Options before saving the resource. Refresh the event type edit page after you create instances. If your facility uses Operations amenities instead, follow Manage custom statuses and amenities.
I created the wrong resourceSelect the resource and click Edit resource. You can update the name, kind, and description. If it is not used anywhere, you can delete it.
Capacity is confusingFor most physical spaces and equipment, use capacity 1. Increase capacity only when more than one appointment can use the same instance at the same time.

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What to do next

Run Test an event setup to confirm the resource blocks double booking. If the event also needs photos, review Configure photo rules. If stored vehicles need repeating care on a schedule, continue with Set up service plans after your bays and lifts are configured.