What are Resources?
When clients schedule appointments, they aren’t just booking a meeting time with you. Often, their visit requires more resources–a meeting room, certain equipment, or additional staff members from your team.
Apptoto’s Resources feature helps ensure that everything needed for an appointment is reserved automatically, preventing double-booking and last-minute conflicts.
Resources can include assets such as rooms, equipment, or staff linked to booking pages.
Apptoto checks to ensure at least one resource linked to a booking page is available when an appointment is scheduled. This feature helps prevent double booking by automatically tracking and managing resource availability in real time.
Apptoto will then assign the necessary resources when a client books an appointment and update the calendar to block that appointment slot moving forward.
Resource Examples
Healthcare Office
A patient booking an appointment with their doctor doesn’t just need an open time slot—they also need an available exam room and a nurse.
The office has set up two resources: an “Exam Room” and a “Nurse Schedule” resource. Apptoto checks the five exam room calendars synced to the “Exam Room” resource and the two Nurses’ calendars synced to the “Nurse Schedule” resource to ensure at least one of each is available. It then assigns the appointment accordingly.
Law Firm
When a prospective client schedules an initial visit to a law firm, the firm must book an appointment on their attorney’s calendar and reserve a conference room. A “Conference Room” resource has been set up with three room calendars synced to it.
Apptoto reviews the attorney’s calendar to find open appointment slots and consults the “Conference Room” resource to see what rooms are available at those times. Apptoto then places an appointment on the attorney’s calendar and Conference Room 1, leaving the other two open for different meetings.
Creating Resources
You can create shared resources in Apptoto under the Settings > Resources tab so that they can be easily used across multiple booking pages.
When a client books an appointment, Apptoto assigns the necessary resources and places a copy of the event on the resource calendar to block that appointment slot moving forward.
To start using resources, go to Settings > Resources, add the resources you want to utilize, and link them to your booking pages. Check out the Managing Resources help article for a more robust step-by-step guide.