Who This Is For / When to Use
Use Rooms and Equipment if your business operates from a physical location and services require specific spaces or tools, such as salons, clinics, gyms, spas, or studios.
What Are Rooms?
A room represents any physical location or space where a service takes place.
Examples:
Massage rooms
Salon chairs
Treatment rooms
Workout areas
Pedicure stations
Rooms help Kyrios control how many appointments can happen at the same time in the same space.
What Are Equipment?
Equipment represents tools or devices required to deliver a service.
Examples:
Laser machines
Facial devices
Medical equipment
Specialized chairs or machines
Equipment tracking ensures bookings only happen when the required tools are available.
How Rooms and Equipment Work Together
When rooms or equipment are linked to service calendars:
Kyrios checks staff availability
Kyrios checks room capacity
Kyrios checks equipment availability
If any required resource is unavailable, the time slot cannot be booked.
This prevents:
Overlapping room usage
Equipment overbooking
Resource conflicts across services
Enable Rooms and Equipment
Rooms and Equipment must be enabled before they can be used.
Go to Calendars → Preferences.
Under In App Preferences, toggle on:
Rooms
Equipments
Once enabled, Rooms and Equipments tabs appear in Calendar Settings.
How to Create a Room
Step 1: Open Rooms
Go to Calendars → Calendar Settings.
Click the Rooms tab.
Click Create Room.
Step 2: Enter Room Details
Provide the following details:
Name: Unique room name
Description: Optional purpose or notes
Total Capacity: Number of simultaneous appointments allowed in the room
Step 3: Associate Calendars
Select one or more service calendars.
Click Create.
Whenever an appointment is booked on an associated calendar, the room is reserved automatically.
How Room Capacity Works
Capacity defines how many overlapping bookings are allowed.
Example:
Room name: Massage Room
Capacity: 2
Linked calendars: Body Massage, Head Massage
Two appointments can overlap across either calendar. A third booking at the same time will be blocked.
How to Create Equipment
Step 1: Open Equipment
Go to Calendars → Calendar Settings.
Click the Equipments tab.
Click Create Equipment.
Step 2: Enter Equipment Details
Provide the following:
Name: Equipment name
Description: Optional purpose
Total Quantity: Total units available
Out of Service Quantity: Units unavailable due to repair or downtime
Step 3: Associate Calendars
Select the service calendars that require this equipment.
Click Create.
Equipment Association Rules
One calendar can have only one equipment linked.
One equipment can be linked to multiple calendars.
Available quantity = Total Quantity − Out of Service Quantity.
If available quantity is exhausted, bookings are blocked.
Common Issues and Fixes
Bookings Still Allow Overlaps
Verify the room or equipment is linked to the correct calendar.
Confirm capacity or quantity values are correct.
Rooms or Equipment Not Visible
Ensure Rooms and Equipments are enabled in Preferences.
Refresh Calendar Settings after enabling.
FAQ
What is a room in Kyrios?
A room is a physical space where services are delivered, such as a treatment room, chair, or studio area.
What is equipment in Kyrios?
Equipment represents tools or devices required to perform a service, such as machines or specialized devices.
Can I link one room to multiple calendars?
Yes. A room can be linked to multiple service calendars.
How does room capacity affect bookings?
Capacity determines how many appointments can overlap in the same room at the same time.
Can one calendar use multiple equipment?
No. Each calendar can be linked to only one equipment.
Can one equipment be shared across multiple calendars?
Yes. Equipment can be shared across multiple calendars as long as quantity allows.
What happens if equipment is out of service?
Out-of-service units reduce availability and prevent bookings once available quantity is reached.
Do rooms and equipment affect staff availability?
Yes. Kyrios checks staff, room, and equipment availability together before allowing a booking.