Resources
See and change resource allocations
Check who and what is booked on each resource's Allocations calendar, and replace, add or remove a booking's staff, room or add-ons by hand.
Soul reserves staff, rooms and add-ons automatically when clients book. You can see every reservation from two sides: per resource (what's booked in Studio A this month?) and per booking (who's running this session, in which room?). From the booking side you can also change them.
When to use this
- A practitioner is off sick and their bookings need someone else.
- A client asked to move to a different room.
- An optional add-on wasn't reserved and the client wants it.
- You're about to delete a staff member or room and need to move their upcoming bookings first.
See a resource's calendar
Open the resource
In Business → Resources, click the name or the eye icon (View allocations). The Allocations tab opens first.
Pick a month
The Allocation calendar shows one month ("Navigate month to month and click a day to inspect bookings."). Use Previous and Next. Next to the month, choose the timezone to view it in: Local (your computer's) or any other.
Click a day
The panel on the right lists that day's active allocations (Reserved or Confirmed): status, type, session name, time and Quantity used. Click one to open the booking. Released and cancelled allocations sit in a closed History group below the list. Click History to see them. They no longer block the resource.
| On the calendar | Meaning |
|---|---|
| Green (Confirmed) | Confirmed bookings that day |
| Amber (Reserved) | Held for a checkout in progress, a booking waiting for approval, or assigned by hand |
| Violet (Mixed) | Both confirmed and reserved |
| Grey (Released or cancelled) | Holds that ended. They no longer block the time. |
| Days with activity, Confirmed, Reserved | Totals for the month |
| Peak load (for example 3/12) | "Highest concurrent usage for this resource on the selected day." Most useful for add-on pools. |
A day with no active allocations shows "Nothing scheduled" and "This resource is free on the selected day." It can still have a History group if something was released or cancelled that day.
Find all bookings for one resource
Go to Offerings → 1:1 Sessions, click View All Bookings, and use the Assigned resource filter. Pick a staff member or room to see only their bookings.
Change a booking's staff, room or add-ons
Open the booking
From Session Bookings, the session's Bookings tab, or a resource's Allocations tab.
Find Assigned Resource
The Assigned Resource section lists Staff, Room and Add-on, one chip per reserved resource with its status. A multi-session booking has one block per session ("Session 1 — …").
Replace, assign or remove
Use the chips:
- Replace: open the … menu on a chip and choose Replace. Pick from the options this session type allows, and click Replace.
- Assign: on an empty slot, click Assign (for example Assign Studio A), choose the Resource, and click Assign.
- Remove: open the … menu on a chip and choose Remove.
You can change resources on upcoming bookings that are Confirmed or Pending. Past, cancelled and refunded bookings are read-only.
Assigning or replacing by hand only checks that the resource isn't already fully booked then. It doesn't check their weekly hours, date overrides, buffer time or Google Calendar. Make sure the person or room is really available before you assign them.
What happens when you change one
| Action | Result |
|---|---|
| Replace | The booking now uses the new resource. The old one is free at that time again. |
| Assign | A new reservation is added. It shows as Reserved, even on a confirmed booking, and blocks the resource like any other. |
| Remove | The reservation is released and moves to the day's History on the resource's calendar. It no longer links to the booking. For a staff member, the event is removed from their Google Calendar. |
Bookings that don't match the session
If you change a session type's staff, rooms or add-ons after people have booked, older bookings may hold resources the session no longer lists. They show under Other: "These allocations don't match the current session template. You can remove them below." They still block the resource until you remove them.
A chip marked "(extra, please remove)" means a booking holds two resources where it should have one. Remove the extra one.
Reschedules and cancellations
- Rescheduling keeps the same staff, room and add-ons and moves them to the new time. To change the host as well, Replace them after rescheduling.
- Cancelling releases everything. In a group slot, the host and room stay reserved for the others still booked.
See Handle reschedules, cancellations and refunds.