Locations and Rooms
Set up physical locations and bookable rooms so clients and staff can schedule in-person appointments at the right place. Assign appointments to a specific room within a location to coordinate provider schedules or track when a device or therapy space is in use. Optionally cap a room to one booking at a time to prevent accidental double-booking.
Built by Core Engineering
The problem it solves
Multi-location or multi-provider practices scheduling in-person sessions have no built-in way to track which specific room or space a session is assigned to, which risks two sessions being booked into the same room at the same time. Locations and Rooms solves this by letting rooms be scheduled explicitly and optionally capped to one booking at a time.
What's included
- Multiple physical locations configurable per account
- Bookable rooms within each location
- Client self-booking support for In Person appointment types, once contact type and appointment type settings are enabled
- Location and room details shown in appointment confirmation and reminder emails
- Optional "Limit Capacity to 1" setting per room to prevent double-booking during client self-scheduling
How it works
An admin navigates to Calendar > More > Appointment Locations to add a location and, within it, one or more rooms. To allow clients to self-book in-person appointments at that location, the account's Contact Types must include In Person, and the relevant appointment type must be marked Bookable with In Person as a supported contact type. Location details display in client confirmation and reminder emails; using the physical address as the location name will surface that address to clients. To prevent double-booking, an admin can enable Limit Capacity to 1 on a room, which restricts client self-booking to one session per room at a time; providers can still manually double-book a room if needed. Staff can use the Organization Calendar's location filter to see which rooms have availability before booking a session.
Locations and Rooms let practices add physical locations and, within each location, specific bookable rooms for in-person appointments. It's built for multi-location or multi-provider practices that need to coordinate which room a session happens in, whether for general scheduling clarity or to track when a specific device or therapy space is occupied. To enable client self-booking at a location, the account must support the In Person contact type and the relevant appointment type must be marked bookable with In Person enabled. Each room can optionally be limited to one booking at a time, preventing clients or staff from accidentally double-booking the same space.