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Managing Rooms in Stack

Discover how to create and configure Rooms in Stack to efficiently manage physical spaces and prevent double bookings. Learn how Rooms integrate with service calendars and equipment to streamline your scheduling process.

Table of Contents​

What is a Room?​

Rooms in Stack are resources you can assign to manage scheduling, availability, and resource allocation within service calendars. Whether you're managing consultation rooms, service bays, therapy spaces, or event areas, Rooms help prevent double-bookings and ensure resources are properly allocated across your business. Rooms can also be linked to equipment, users, and availability settings, making them essential for appointment-based workflows.

Key Benefits of Rooms​

Understanding the advantages of using Rooms can help you maximize scheduling efficiency and eliminate resource conflicts. Here are some key benefits:

  • Prevents double-booking by associating Rooms with calendars.
  • Enables resource management by linking Rooms with equipment.
  • Supports team-based access control with user or team assignments.
  • Integrates with availability settings to control booking windows.
  • Provides flexibility across multiple services while respecting availability.
  • Optimizes workflows for appointment-based businesses.

How to Set Up Rooms​

Creating Rooms in Stack ensures your calendar availability aligns with physical spaces or virtual resources, preventing overlapping appointments and improving scheduling accuracy.

Create a Room​

  1. Navigate to the Calendars tab within the Calendar Settings.
  2. Select the Rooms tab.
  3. Click the blue + Create Room button in the top-right corner.

Provide Room Details​

To set up your Room, complete the following fields:

  • Name: Assign a clear and specific name to identify the space (e.g., "Consultation Room 2").
  • Description: Add additional notes about the Room’s intended use.
  • Total Capacity: Specify the maximum number of appointments that can be scheduled in the room simultaneously.
  • Select Calendar: Choose the calendars you wish to associate with this equipment.

Once all details are entered, click Create to finalize the Room setup.

Editing or Deleting a Room​

Maintaining an accurate list of Rooms helps prevent scheduling issues and user confusion. To rename a Room, update its linked calendar, or remove an unused Room, follow these steps:

  1. Navigate to Settings > Calendar Settings.
  2. Select the Rooms tab.
  3. Click the 3 Dots icon next to the Room you wish to modify and choose Edit to make changes or Delete to remove the Room.
  4. Make your changes and click the blue Save button.

Frequently Asked Questions​

Q: Can I assign the same Room to multiple calendars?
A: Yes, but overlapping bookings may occur if availability is not managed properly.

Q: Will users be notified when added to a Room?
A: Yes, notifications are sent when users are assigned to Rooms.

Q: Can clients see or join Rooms?
A: No. Rooms are only visible internally and used for managing resources.

Q: What happens if a Room isn’t linked to a calendar?
A: It won’t be factored into booking logic, which may result in double-bookings.

Q: Can I rename a Room after creation?
A: Yes. Rooms can be renamed anytime through the edit menu.

Q: How many Rooms can I create?
A: There’s no official limit, but keeping names and assignments organized is strongly recommended.