Who This Is For / When to Use
Use Rooms and Equipment if your business:
Uses physical rooms (treatment rooms, studios, classrooms)
Relies on limited equipment (machines, tools, devices)
Needs automatic resource allocation during booking
Wants to prevent overbooking of shared resources
What Rooms and Equipment Calendars Do
Rooms and Equipment act as scheduling constraints linked to service calendars.
When a client books an appointment:
The system checks staff availability
The system checks room capacity
The system checks equipment quantity
If any required resource is unavailable, the time slot cannot be booked.
Enable Rooms and Equipment
Rooms and Equipment must be enabled at the account level.
Go to Calendars → Settings → Preferences
Under Services, enable Rooms and Equipments
Once enabled, Rooms and Equipment tabs appear in Calendar Settings.
Create and Manage Rooms
Rooms define physical spaces where services occur.
Create a Room
Go to Calendars → Settings → Rooms
Click Create Room
Enter the following:
Name: Room identifier (required)
Description: Optional internal details
Total Capacity: Maximum simultaneous appointments
Select calendar: One or more service calendars
Click Create
The room is automatically reserved when appointments are booked on linked calendars.
Create and Manage Equipment
Equipment represents limited physical assets required for services.
Create Equipment
Go to Calendars → Settings → Equipment
Click Create Equipment
Enter the following:
Name: Equipment identifier (required)
Description: Optional details
Total Quantity: Number of units available
Out of Service Quantity: Units temporarily unavailable
Select calendar: One or more service calendars
Click Create
Only available equipment units can be booked.
How Double-Booking Prevention Works
Kyrios enforces resource availability automatically.
Rules applied during booking:
A room cannot exceed its total capacity
Equipment cannot exceed available quantity
Staff, room, and equipment must all be available
If any required resource is unavailable, the time slot is blocked.
Resource Behavior During Cancellations
When an appointment is canceled or rescheduled:
The room is released
The equipment is released
The time slot becomes available again
No manual cleanup is required.
Viewing Assigned Rooms and Equipment
You can view assigned resources inside the appointment details modal.
This helps:
Confirm resource usage
Troubleshoot availability issues
Audit room and equipment utilization
Important Limitations and Rules
A room capacity applies across all linked calendars
Equipment availability is shared across linked calendars
Resource assignment is automatic, not manual per booking
Best Practices
Set accurate room capacity to avoid overbooking
Keep equipment out-of-service quantities up to date
Link only required calendars to each resource
FAQ
Can I link multiple calendars to a room?
Yes. A single room can be linked to multiple service calendars.
Can a calendar use more than one piece of equipment?
No. Each calendar can be associated with only one equipment item. However, one equipment item can be linked to multiple calendars.
How does Kyrios prevent double bookings?
Kyrios checks staff, room capacity, and equipment availability before confirming any booking.
What happens when equipment is marked out of service?
Out-of-service units are removed from availability and cannot be booked.
Can room capacity vary by service?
No. Room capacity applies globally across all calendars linked to that room.
Where can I see which room or equipment was used?
Open the appointment details modal to view assigned room and equipment.
Are rooms and equipment released if an appointment is canceled?
Yes. Resources are automatically released when an appointment is canceled or rescheduled.