How can additional Resources (Equipment or Rooms) get reserved when booking?

If additional employees, rooms or devices are required for your appointments, you can work with the calendar linking function in eTermin.

Here, the appointment for an employee/resource is automatically transferred to one or more calendars and thus blocks the period.
This allows you to prevent a room or device from being booked twice if several employees need the room or device.

For example, when you book a therapist, you can have eTermin automatically reserve a specific treatment room in the background. Or a lecturer can be booked automatically when booking a course including the course room.

During the calendar linking, it is then checked whether the linked calendars are available for the same period. Only then can an appointment be booked.

You can activate the coupling under Company > Calendar > Calendar Linking.

In the following example, the connection to the calendar named Room A should only take place if Service A is booked with calendar Employee A.

It is important here that the calendars that are coupled with each other must offer the same services. You define this under Company > Calendar > Services Assignment.

In addition, the working times of both calendars must overlap so that appointments can also be booked. For example, if room A is already occupied by another employee, the period cannot be booked.
You define the working hours under Company > Working times.

You can use these calendars as sub calendars so that resources such as rooms or devices do not appear on the booking page, since they should not be bookable for the customer themselves. This still takes the calendar linking into account, but the calendars cannot be booked directly on the booking page.
To switch a calendar to a sub calendar, go to Company > Calendar > Advanced Settings.

Linking appointments only in one calendar

If you have several secondary calendars, in our example several rooms, which can always be used by one employee, use the "In first available calendar" option for "Insert appointments".

In our example, an employee calendar should automatically link to an available room calendar. The option "In the first available calendar" links the appointment in Room A or Room B. The second room is still free for another appointment and can be booked. Only when all room calendars are occupied, a time slot is no longer available.

By assigning services, you can also specify that only certain services can be booked in certain rooms.
This is helpful if, for example, you offer massages and acupuncture, but the acupuncture can only take place in room B because the necessary equipment is located there. If this is indicated when assigning the services, appointments for acupuncture will only be bookable if the side calendar room B is available.

Linking appointments in multiple calendars

You can also use the coupling if you offer services where several employees participate. In order for the appointment to appear in all of the employees' calendars, set the "Insert appointments" option to "in all calendars".

Example: If a customer books the "Group Meeting" service, the customer should select the desired seminar room. The appointment should then appear automatically in all calendars of the employees.
Accordingly, the "Seminar Room Zeus" and "Seminar Room Hades" calendars act as the main calendars, while the employee calendars are set as sub calendars.

Note: A combination of both "Insert Appointment" variants is not possible. An appointment can only be linked to the first available calendar or to all calendars.

If you have any questions or need help with the configuration, please contact us.