Resources & Rooms

In a practice with multiple therapists, treatment rooms, and specialized equipment, appointment scheduling can quickly become confusing. The resource and room management in TheraTap solves this: You set up once who can treat what and where — and TheraTap automatically ensures that everything fits together and nothing is double-booked for every appointment.

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At a Glance

No Double Bookings

TheraTap automatically checks whether the therapist, room, and equipment are simultaneously available for every booking.

Individual Working Hours

Each team member gets their own weekly schedules, time blocks, and exceptions — independently from one another.

Skills & Qualifications

Define who can perform which treatment types. TheraTap considers this for every booking.

Color-Coded Calendar

Each resource gets its own color — for instant visibility of who is scheduled when and where.

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What Are Resources and Rooms?

	Resources	Rooms
What?	Your team members who perform treatments	Physical treatment locations in your practice
Examples	Therapist A, Therapist B, Assistant C	Treatment Room 1, Training Area, Lunging Arena
Individual Schedules	Yes — individual working hours and exceptions per person	—
Color Coding	Yes — for better overview in the calendar	—
Skills	Yes — which treatment types are mastered	—

Tip

Resources are especially valuable when you work in a team. But even as a solo practitioner, you benefit: You can assign skills to yourself and control which treatment types you offer.

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Setting Up Resources

Resources are the core of your appointment scheduling. Each resource represents a team member who can perform treatments.

1. Open Settings

   Navigate to Settings > Booking Settings > Resources & Rooms.

2. Create a New Resource

   Click + Create Resource and assign a team member. For each resource, you can define:

   • Person — Which team member this resource represents
   • Color — A calendar color for better overview (e.g., blue for Therapist A, green for B)
   • Active/Inactive — Whether the resource is currently available

3. Assign Skills

   Define which treatment types this resource can perform. Only treatment types assigned as skills can be booked for this person.

   Example: Therapist A can perform “Initial Assessment”, “Follow-up Treatment”, and “Laser Therapy”, while Assistant B only offers “Massage” and “Lymphatic Drainage”.

4. Set Individual Availability

   In the Availability tab, you set individual working hours for each weekday — independent of the general working hours of the practice:

   • Start time and end time per weekday
   • Multiple time blocks per day (e.g., mornings at the practice, afternoons for barn visits)
   • Completely disable individual days

5. Add Exceptions

   In the Exceptions tab, you can enter deviations from the regular schedule:

   • Full-day exceptions — e.g., vacation or continuing education
   • Time window exceptions — e.g., doctor’s appointment on Tuesday morning
   • Recurring exceptions — e.g., every Friday off during a specific period

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Setting Up Rooms

Rooms represent the physical treatment locations in your practice. They are categorized using room types.

1. Create Room Types

   First, create room types that describe what kind of room is needed — e.g., “Treatment Room”, “Training Area”, or “Lunging Arena”.

2. Create Rooms

   Create an entry for each physical room and assign it a room type:

   • Name — e.g., “Treatment Room 1” or “Training Area North”
   • Room Type — e.g., “Treatment Room”
   • Active/Inactive — Whether the room is currently usable

Note

Why room types? Because a treatment type requires a room type, not a specific room. If you have three rooms of the type “Treatment Room”, TheraTap automatically books the next available one — increasing your capacity.

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Linking Treatment Types with Rooms and Equipment

The final step connects everything together. In each treatment type, you can specify:

• Required room type — e.g., “Treatment Room” (optional)
• Required equipment type — e.g., “Laser Device” or “Magnetic Field Device” (optional)

Examples:

Treatment Type	Room Type	Equipment Type
Initial Assessment Dog	Treatment Room	—
Laser Therapy	Treatment Room	Laser Device
Magnetic Field Therapy	Treatment Room	Magnetic Field Device
Equine Osteopathy Mobile	—	—

Treatment types without room or equipment assignments (e.g., mobile visits) are only limited by the resource’s availability.

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How Automatic Appointment Scheduling Works

This is the real strength: For every booking, TheraTap automatically checks three things simultaneously:

1. Therapist available? — Does a resource with the matching skill have availability at this time?
2. Room available? — Is a room of the required type available?
3. Equipment available? — Is a piece of equipment of the required type available?

Only when all three conditions are met is the time slot shown as bookable. TheraTap also considers the configurable buffer between appointments, so no booking directly borders the next one.

Important

The available capacity per time slot always equals the minimum of all resources. If you have 3 therapists but only 1 treatment room, a maximum of 1 appointment (for room-based treatments) can take place per time slot.

Example

Your practice has 2 therapists and 1 treatment room. At 10:00 AM, Therapist A already has an appointment in the treatment room:

• Therapist B + Treatment Room → Not bookable (room occupied)
• Therapist B + Mobile Visit → Bookable (no room needed)
• Therapist A + Follow-up Treatment → Not bookable (already occupied)

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Double-Booking Prevention in Detail

TheraTap reliably protects you from appointment overlaps:

• Room conflicts — A room is never assigned to two appointments at the same time
• Equipment conflicts — Each piece of equipment is only available once per time slot
• Personnel conflicts — No team member is scheduled twice
• Transaction safety — Even with simultaneous booking requests, no conflicts arise

Note

Clients do not see details about rooms, equipment, or therapists on the online booking page. They simply choose a treatment type and an available time slot. In the background, TheraTap ensures that all necessary resources are reserved.

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Managing Resources and Rooms

In daily operations, you can react flexibly at any time:

Action	When Useful?
Deactivate	Renovation, equipment repair, parental leave, extended absence
Reactivate	Room or person is available again
Add Exception	Short-notice vacation, training day, doctor’s appointment
Adjust Skills	Team member has a new qualification or no longer offers a service
Change Color	Optimize calendar overview

Deactivated resources and rooms are excluded from availability calculations — existing appointments remain unaffected.

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Related Topics

• Treatment Types — Create services and link them with rooms/equipment
• Working Hours — Set general booking hours
• Availability Exceptions — Manage vacations and special schedules
• Online Booking Calendar — How booking looks for clients
• Appointment Requests — Process incoming requests