Rooms and resources are the spaces and equipment members can book as part of an activity or appointment. A room is a bookable space such as a studio or sports hall. A resource is a piece of bookable equipment such as a spin bike, a court, or a mat. Setting these up lets you assign a default room to an activity, and lets members pick a specific resource when they book.
Set up rooms
Rooms are your bookable spaces. Once set up, a room can be chosen as the Default room on an activity, or assigned when you schedule a class.
Go to Settings > People & Access > Rooms. This lists the rooms already set up in your club, with a search box to find one quickly.
Click + Add new room.
In the Add New Room window, fill in:
Name: what the room is called, for example Main Studio or Court 1.
Description: an optional note about the space.
Max Capacity: the maximum number of people the space can hold. Leave it at 0 for no limit.
Click Save.
You can edit or remove a room at any time using the pencil and bin icons next to it in the list.
If two classes are in the same room, does booking one make the other full?
Yes. Classes running at the same time in the same room share the room's Max Capacity. With Max Capacity 1, booking one makes the other full: that time slot automatically becomes unavailable and members see Join waitlist instead of Book. This is the way to stop two activities at the same time both being booked when you only have one member of staff.
The places left in a class are the room's Max Capacity minus the people already booked into classes in that room at the same time. The class's own maximum still applies, so whichever is lower wins.
A Max Capacity of 0 means no room limit, so classes in that room don't affect each other.
The room that counts is the one shown on the session in the diary. This is the activity's Default room, unless you chose a different room when you scheduled it.
Appointments don't count towards the room's Max Capacity, even if you choose the room when you book the appointment.
Staff can still book a member in from the diary when the room is full. The session shows Room limit and how many places are left in the room, so you can see before you book.
Stop two 1:1 activities being booked at the same time
Go to Settings > People & Access > Rooms and click the pencil icon next to the room, or + Add new room to create one.
Set Max Capacity to 1 and click Save.
Make sure both activities use that room. Set it as the Default room on each activity, or choose it when you schedule each session.
Once either activity is booked for 10:00, the other shows as full at 10:00.
đĄ Tip: If one member of staff runs both sessions, you can set them up as appointment types instead. A staff member can't be booked for two appointments at the same time. See "Can a staff member be booked for two sessions at the same time?" in Setting up appointment bookings (PT sessions and 1:1s).
Set up resource types
A resource type is a way of grouping similar resources, for example Spin Bikes, Tennis Courts, or Yoga Mats. Set up the type first, then add the individual resources to it.
Go to Settings > People & Access > Resources.
Click Resource Types.
Add a new type, give it a name, and save.
Add resources
With a type in place, add the individual resources members can book.
Go to Settings > People & Access > Resources and click + Add new resource.
Give the resource a name, such as Bike 1 or Court 2.
Assign it a Type, the resource type you created above.
Add any optional details, then save.
Each resource can hold a few useful settings:
Description shows the member extra detail before they confirm, for example "the bike nearest the window".
Availability lets you mark a resource as unavailable if it is out of action, such as a bike awaiting repair, so it cannot be booked.
Image displays a picture of the resource to the member.
Link resources to an activity
Resources only appear for members once they are linked to an activity. You do this in the activity itself, under What resources are needed?, by selecting the resources that apply. When a class uses resources, members can choose a specific one as they book, for example a particular bike.
â ď¸ Note: Match the number of resources to the activity's maximum attendees. If a spin class has 10 bikes, set the maximum attendees to 10 so every booked member has a bike.
Can a room be booked with an appointment so no one else gets that time?
Yes. Set the room up as a resource and link it to the appointment types that use it. Once a booking has the room, ClubRight won't give it to another appointment at the same time, so a treatment room shared by several practitioners can't be double booked. You choose the room when you book, and appointment times still follow each practitioner's availability, so read the note below.
To link the room to an appointment type:
Go to Settings > People & Access > Resources and add the room as a resource, for example Treatment Room 1 (see Add resources above).
Go to Settings > Your Offerings > Appointment Types and edit the appointment type that needs the room.
Under What resources are needed?, select the room.
Click Save Changes.
Repeat steps 2 to 4 for each appointment type that uses the room. The room's own page lists these under Appt types using this.
When you book the appointment in the diary, choose the room in the resource field, which shows your resource type name, for example Treatment Rooms. It starts as Unallocated.
â ď¸ Note: Appointment times are based on your practitioner's availability, not the room's. If the practitioner is free but the room is already booked, that time is still offered. The room won't appear in the list, and the appointment can be booked without a room.
How do I change the date or time of a room booking?
It depends on how the room was booked. If your function room or room hire is booked as a session in the diary, you can move it by changing the Date & time on that session. If it's booked as an appointment, its date and time can't be changed, so you delete the appointment and book it again for the new date or time.
If the room is booked as a session
Open the session in the diary, click the pencil next to Date & time, choose the new date and time, then click the green tick. If members are booked in, ClubRight asks whether to email them the new time. The full steps are under Change the time of just one session in Creating a booking in the diary, which also explains how to move every future session in a regular slot.
If the room is booked with an appointment
Room hire such as a party, wedding, wake or meeting is often set up as an appointment type. You can't change an appointment's date or time, but you can still change its Room, Staff and Notes with the pencil next to each. To reschedule it:
Go to Diary > Appointments and click the booking.
Make a note of the member, appointment type, staff, room and any notes, so you can book it again the same way.
Click Delete, then Yes, delete this appointment.
Click Book Appointment, choose the same Staff, Appointment Type and Member, set the new Date and Time, and choose the Room if you use one.
If the booking was already paid for, click the credit button, for example 1 credit available â Confirm booking, to use that payment for the new date. If it wasn't, click Add to till or Pay later.
Deleting a paid appointment doesn't refund the payment. The credit the customer paid for goes back on their account, ready to use for the new booking.
ClubRight emails the customer automatically when you delete the appointment, to say it has been cancelled, and again when you book the new date.
đĄ Tip: Before you delete the old booking, click Message Member on it to let the customer know you're moving their booking, so the cancellation email doesn't worry them.
Have more questions about rooms and resources? Click the chat button at the bottom of your screen to speak to our team.
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