Resources
Set up a multi-practitioner studio
A worked example: three practitioners, two treatment rooms and a pool of equipment, set up so clients can book anyone without clashes.
This guide walks through a full setup. The example is a small massage studio: you, two associates (Ana, who has a Soul login, and Ben, a contractor who doesn't), two treatment rooms and four hot-stone kits. By the end, clients can book a Massage with whoever's free, or choose their practitioner, and nothing is ever double-booked.
Before you start
- Your own hours are set on your session types. See Set your availability.
- Your studio address is ready: rooms and add-ons need In Person on.
- Decide whether clients should choose their practitioner, or just a time.
1. Add your team
Ana (with a login)
In Business → Resources, click Add Staff → Invite a new collaborator. Enter her name and email and click Send Invitation. Her staff profile appears when she accepts. Ask her to connect Google Calendar (and Zoom, if she hosts online) in Settings → Integrations.
Ben (no login)
Click Add Staff → Create a standalone staff profile. Name him, add a one-line bio as the Description, and click Create staff. You'll get his booking emails.
You
See Staff and Link staff to a collaborator.
2. Set everyone's hours
Open each person, go to Availability, switch on Use weekly availability rules and click Set Weekly Hours.
| Person | Weekly Hours |
|---|---|
| You | Leave off (your session hours apply) |
| Ana | Mon–Wed 10:00–18:00 |
| Ben | Thu–Sat 09:00–17:00 |
Make sure the session's own hours cover all of these, Monday to Saturday 09:00–18:00. A person's hours can't extend the session. See Availability and time off.
3. Add rooms and equipment
Turn them on
Rooms
Equipment
4. Set up the session type
Open the Massage session
In Offerings → 1:1 Sessions, open it (or create it with New Session Type). Turn on In Person under Session Modalities.
Staff
In the Staff row, open Manage Staff and add Ana and Ben next to you. Under "Who picks the staff?", choose:
- Auto-assign, if clients just want a time. Soul gives each booking to the first person in the list who's free.
- Customer picks during booking, if clients have favourites.
Rooms
In the Room row, open Manage Rooms, add Room 1 and Room 2, and keep Auto-assign.
Equipment
In the Add-ons row, open Manage Add-ons and add Hot-stone kit. Switch Required on (every massage uses one).
Check the checklist
If "Not ready to share yet" shows, follow its links. Then share the session.
What happens now
- Three people, two rooms: on Monday at 11:00, you and Ana can both be booked. A third booking at 11:00 isn't offered, because both rooms are taken.
- Ben only appears Thursday to Saturday. On those days, his and your bookings share the rooms.
- If all four kits are in use, Soul stops offering that time, even if a person and a room are free.
- Each booking shows its practitioner, room and kit in the Assigned Resource section, and on each resource's Allocations tab.
- Ana gets her bookings by email and in her Google Calendar. Ben's come to you.
Run the week
| Situation | What to do |
|---|---|
| Ana is off on Tuesday | Add a Block date override on her Availability tab |
| Ben is sick on a booked day | Open each of his bookings and Replace him. See Manage allocations. |
| Room 2 is being repaired | Add a Block override on Room 2, or switch it to Inactive |
| You buy two more kits | Edit Hot-stone kit and set Capacity to 6 |
| Ben leaves | Replace him on upcoming bookings, then delete him |
| A Saturday workshop needs Room 1 | Add Room 1 to the event. See Use resources in events. |