Properly configure your services and resources (professionals, rooms, equipment) to optimize appointment management and maximize your business efficiency.
Configure Services
Create new service
Go to Settings > Services and click "+ Add Service".
Basic information
Enter service name, detailed description, and category.
Duration and price
Define duration in minutes (15, 30, 45, 60...) and price in euros.
Advanced settings
Enable/disable service, define if prepayment required, preparation time.
Assign resources
Select which professionals or resources can provide this service.
Service Tips
Resource Management
Available resource types:
Professionals
Staff who directly serve clients.
- Hairdressers, stylists
- Doctors, therapists
- Trainers, teachers
- Consultants, advisors
Rooms/Spaces
Physical locations where services are performed.
- Consultation rooms
- Treatment booths
- Training classrooms
- Beauty cabins
Equipment
Machines or tools needed for services.
- Medical equipment
- Beauty machines
- Service vehicles
- Specialized materials
Create a Resource
1. Basic information
- Name: Clear resource identifier
- Type: Professional, room, or equipment
- Description: Additional details
- Color: For visual identification in calendar
2. Availability
- Schedule: Define days and hours of availability
- Vacations: Mark absence periods
- Exceptions: Special days or holidays
- Time zone: If working with multiple locations
3. Associated services
- Allowed services: What this resource can perform
- Capacity: Simultaneous clients (groups)
- Specialties: Preferred services
- Restrictions: Services not allowed
Assigning Resources to Services
Intelligent assignment system
CitaFlow allows you to assign multiple resources to each service with different configurations:
Example 1: Hair Salon
Service: Cut and style
Required resources:
- 1 Hairdresser (required)
- 1 Styling chair (required)
The system will only allow bookings when both resources are available.
Example 2: Medical Center
Service: Specialist consultation
Required resources:
- 1 Doctor (required)
- 1 Consultation room (required)
- 1 Nurse (optional)
Nurse will be assigned if available but won't block the appointment.
Grouped Resources
Resource groups: Ideal for businesses with multiple professionals performing the same services.
Benefits of grouping resources:
Automatic assignment
System assigns the first available resource from the group.
Fair distribution
Distributes workload among all members.
Flexibility
Clients don't need to choose a specific professional.
Higher occupancy
Reduces gaps in schedule by optimizing resources.
Capacity and Required Attention
Capacity configuration:
Individual attention (100%)
One professional serves a single client.
Partial attention (50%)
One professional can serve 2 clients simultaneously.
Group attention (25%)
One professional serves up to 4 clients at once.
Resource Optimization
Efficient planning
- Group similar services in time slots
- Minimize downtime between appointments
- Consider preparation times
Performance analysis
- Review occupancy per resource
- Identify peak and valley hours
- Adjust availability based on demand
Staff rotation
- Distribute workload evenly
- Plan breaks and vacations
- Have backup resources
Frequently Asked Questions
Can I have resources with different prices for the same service?
Yes, you can configure different prices per resource. For example, a senior stylist can charge more than a junior one for the same service. Set it up in the resource-service assignment.
How do I manage shared resources between branches?
Create the resource as "mobile" and define its availability by location and day. The system will automatically prevent booking conflicts.
Can I temporarily block a resource?
Yes, you can mark a resource as "Unavailable" temporarily or create specific time blocks in its calendar for maintenance, training, etc.
What happens if I delete a resource with assigned appointments?
The system will alert you about affected appointments. You can reassign them to another resource or cancel them before permanently deleting the resource.