Creating Locations

Creating Locations

Where to find this:
Services → Booking Management tab → Booking Availability sub-tab

Create locations to define where and when customers can book your services. Each location gets its own Google Calendar and availability settings.

What Are Locations?

Locations tie together everything needed for bookings:

• Which services are offered
• Which Google Calendar tracks the bookings
• When customers can book (booking mode, time slots, working hours)
• Where - Physical address, virtual link, or customer's location

Think of it as: Services = WHAT / Locations = WHERE + WHEN

What a "Location" Can Represent

A "location" is flexible - it doesn't have to be a physical place. It represents any bookable resource or schedule:

Physical Places:

• Salon: "Main Studio" or "Downtown Branch"
• Tutoring Center: "Reading Room" or "Math Lab"
• Clinic: "Treatment Room A" or "Consultation Suite"

People/Staff:

• Tutoring: "Sarah (Math Tutor)" or "John (English Tutor)"
• Salon: "Emily" or "Marcus" (each stylist has their own schedule)
• Coaching: "Lead Coach" or "Junior Coach"

Resources/Equipment:

• Fitness: "Court 1" or "Treatment Room 2"
• Pet Care: "Grooming Station A" or "Mobile Van 1"
• Music: "Piano Studio" or "Recording Booth"

Virtual Spaces:

• Coaching: "Virtual Sessions" (all online appointments)
• Tutoring: "Zoom Classroom" (remote lessons)
• Therapy: "Telehealth Appointments"

Mobile Services:

• Cleaners: "Mobile Service" (you go to customer locations)
• Pet Grooming: "Mobile Unit" (traveling to clients)
• Personal Training: "In-Home Sessions"

Location Setup Overview

When you create a location, you'll configure it in 3 tabs:

1. Location - Name, address, and service delivery mode
2. Availability - Booking mode and schedule settings
3. Fixed Slots (if using fixed or hybrid mode) - Time slot creation

Creating a Location

1. Go to Booking Availability

From your dashboard, click Services → Booking Management tab → Booking Availability sub-tab.

2. Click Add Location

Click Add Location in the top right.

3. Configure Location Details

A modal opens with three tabs. Let's go through each:

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Tab 1: Location

Configure the location name and how service delivery works.

Location Name

Choose a clear, descriptive name that reflects what this location represents:

Physical places:

• "Downtown Studio"
• "Main Office"
• "Treatment Room 2"

Staff members:

• "Sarah (Tutor)"
• "Emily's Schedule"
• "Marcus - Hair Stylist"

Resources:

• "Court 1"
• "Grooming Station A"
• "Mobile Van 1"

Virtual/Mobile:

• "Virtual Sessions"
• "Zoom Classroom"
• "Mobile Service"
• "In-Home Visits"

This name appears on booking confirmations and in customer communications.

Service Delivery Mode

Choose how customers receive your service:

1. 1

   Fixed Location - Customers come to you

   You have a set address where customers visit:

   • Physical studio, office, or shop
   • Start typing your address and select from Google's suggestions
   • Selected address appears in booking confirmations

   Best for: Studios, offices, retail locations, clinics

2. 2

   Customer Location - You travel to them

   You go to the customer's address:

   • Customer provides their address during booking
   • Pre-filled from their account if they've booked before
   • Good for mobile/home services

   Best for: Personal training, home cleaning, mobile beauty services, tutoring

3. 3

   Virtual / Online - No physical location

   Service happens online:

   • No address fields shown
   • Add meeting link in confirmation emails
   • Perfect for remote services

   Best for: Video consultations, online coaching, virtual therapy, remote lessons

Venue Address (Fixed Location Only)

If you selected Fixed Location:

1. Start typing your address in the field
2. Select from the suggestions - Don't just type, you must select!
3. The validated address is saved
4. Click "Change" anytime to update

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Tab 2: Availability

Configure when customers can book and how scheduling works.

Choose Your Booking Mode

This is the most important decision! Your booking mode determines how customers select times.

Select one of three options:

Fixed Slots Only

What it means: You create specific time slots (like classes at 9:00 AM, 10:00 AM, etc.)
Best for: Group classes, workshops, scheduled events, services with capacity limits
Configuration: Go to Tab 3 (Fixed Slots) to create your time slots

Dynamic Only

What it means: Customers pick any available time based on your working hours
Best for: One-on-one appointments, consultations, flexible scheduling
Configuration: Complete the settings below in this tab

Both (Hybrid)

What it means: Combine fixed slots (classes) + dynamic availability (appointments)
Best for: Studios offering both group classes AND personal training
Configuration: Set up working hours below + add fixed slots in Tab 3

Dynamic Availability Settings

If you selected Dynamic Only or Hybrid, configure these settings:

1. 1

   Working Hours by Day

   Set when you're available for bookings:

   • Click days to toggle - Active days show in blue
   • Set hours per day - Each day gets its own start/end time
   • Different schedules - Mon-Fri could be 9-5, Sat 10-3, Sun closed

   Example:

   • Monday: 09:00 - 17:00
   • Tuesday: 09:00 - 17:00
   • Wednesday: 09:00 - 17:00
   • Thursday: 09:00 - 20:00 (late night)
   • Friday: 09:00 - 17:00
   • Saturday: 10:00 - 15:00 (shorter day)
   • Sunday: Closed
2. 2

   Buffer Between Bookings

   Choose gap time between appointments:

   • No buffer (0 min) - Back-to-back appointments
   • 5 min - Quick reset
   • 10 min - Standard buffer
   • 15 min - Comfortable gap (recommended)
   • 30 min - Extended buffer for cleanup/travel

   The buffer is automatically added after each booking.

3. 3

   Services Available

   Select which services customers can book at this location with dynamic scheduling.

   • Click to select/deselect services
   • Only selected services show available times
   • You can offer different services at different locations

   Warning

   Note: If using Hybrid mode, you'll also assign services to individual fixed slots in Tab 3.

Fixed Slots Only Info

If you selected Fixed Slots Only, you'll see an info message:

Go to the "Fixed Slots" tab to configure your time slots. Each slot can have its own capacity and services.

Click to Tab 3 to create your slots.

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Tab 3: Fixed Slots

When to use this tab:

• You selected "Fixed Slots Only" mode
• You selected "Both (Hybrid)" mode

Skip this tab if:

• You selected "Dynamic Only" mode (no fixed slots needed)

Adding Time Slots

Create specific times when customers can book:

1. 1

   Select Days

   Click the days when this slot is available:

   • Mon, Tue, Wed, Thu, Fri, Sat, Sun
   • Select multiple days for recurring slots
   • Example: Mon/Wed/Fri for alternating days
2. 2

   Set Start Time

   Choose when this slot begins (e.g., 09:00, 14:30)

3. 3

   Set Duration

   How long the slot lasts in minutes:

   • 15, 30, 45, 60, 90, 120+ minutes
   • Should match the actual service duration
4. 4

   Set Capacity

   Maximum number of bookings for this slot:

   • 1 for one-on-one appointments
   • 10-20 for group classes
   • 50+ for large events

   Example: Yoga class with max 15 participants = capacity 15

5. 5

   Choose Repeat Pattern

   How often this slot occurs:

   • None (one-time only)
   • Weekly (every week)
   • Bi-weekly (every 2 weeks)
   • Monthly (every 4 weeks)
6. 6

   Select Services

   Which services are available in this slot:

   • Click to select from your services list
   • Can select multiple services per slot
   • Customers choose which service when booking
7. 7

   Add Slot

   Click "Add Slot" to save. The slot appears in the list below.

Slot List

View all configured slots:

• Shows: Day, time, duration, capacity, services
• Edit: Click to modify slot settings
• Remove: Delete slots you no longer need

Building Your Week

Add multiple slots to create your full schedule. Examples from different industries:

Fitness Studio:

Days	Time	Duration	Capacity	Service
Mon/Wed/Fri	06:30	60 min	15	Morning Yoga
Mon-Fri	12:00	45 min	12	Lunch HIIT
Tue/Thu	18:00	50 min	20	Spin Class

Kids Swimming Club:

Days	Time	Duration	Capacity	Service
Mon/Wed	16:00	45 min	8	Beginner Swim
Tue/Thu	16:00	45 min	10	Intermediate
Saturday	09:00	60 min	12	Advanced

Music Tutoring:

Days	Time	Duration	Capacity	Service
Mon-Fri	15:30	30 min	1	Piano Lesson
Mon-Fri	16:00	30 min	1	Piano Lesson
Mon-Fri	16:30	30 min	1	Piano Lesson

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Saving Your Location

After configuring all tabs:

1. Review your settings in each tab
2. Click Save Location at the bottom
3. Your location appears in the Availability tab table

A new Google Calendar is automatically created for this location.

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After Creating Locations

Preview Your Schedule

Click Preview Calendar in the Availability tab to visualize your availability before going live:

• See all time slots across the week
• Verify times don't conflict
• Check that everything looks correct

Learn more about Calendar Preview →

Sync to Google Calendar

After you're happy with your setup:

1. Click Sync with Google Calendar
2. Wait for confirmation
3. Your availability is now live!

What gets synced:

• Fixed slots create calendar events
• Dynamic availability is calculated in real-time based on your calendar
• Customer bookings update the events automatically

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Managing Locations

Editing Locations

To update a location:

1. Find it in the Availability tab table
2. Click Edit
3. Modify any tab (Location / Availability / Fixed Slots)
4. Click Save Location
5. Re-sync to Google Calendar if you changed fixed slots

Deleting Locations

To remove a location:

1. Find it in the Availability tab table
2. Click Delete
3. Confirm deletion

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Location Strategies

Single Location - Simple Setup

One location, one schedule:

• "Main Office" with Mon-Fri 9am-5pm
• All services use the same availability
• Easy to manage
• Best for: Solo practitioners, single-person businesses

Multiple Physical Locations

Separate venues:

• "Downtown Studio" - Mon-Wed, morning classes
• "Uptown Branch" - Thu-Fri, evening classes
• Each has own Google Calendar
• Different schedules per location
• Best for: Multi-site businesses, franchises

Multiple Staff/Practitioners

One location per person:

• "Sarah (Tutor)" - Mon-Wed-Fri, 3pm-8pm
• "John (Tutor)" - Tue-Thu, 3pm-8pm
• "Emily's Schedule" - Tue-Sat, salon hours
• Each person manages their own calendar
• Best for: Salons, tutoring centers, clinics with multiple practitioners

Resource-Based Locations

One location per bookable resource:

• "Court 1" - Tennis court bookings
• "Treatment Room A" - Spa bookings
• "Grooming Station 1" - Pet grooming bay
• Tracks equipment/room availability
• Best for: Facilities with multiple rooms/equipment

Service-Specific Locations

Different locations per service type:

• "Salon Walk-Ins" - Dynamic availability (dynamic mode)
• "Workshop Studio" - Fixed slots with capacity (fixed mode)
• "Mobile Grooming" - Dynamic with customer addresses (dynamic mode)
• Keeps scheduling separate and organized
• Best for: Businesses with distinct service delivery methods

Hybrid Single Location

Everything in one place:

• Morning: Group sessions (fixed slots) - e.g., fitness classes, kids clubs
• Afternoon: One-on-one appointments (dynamic) - e.g., PT, tutoring, consultations
• Most flexible for businesses offering both formats
• Best for: Studios, training centers with varied offerings

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Common Questions

Q: Can I use locations to represent staff members?
A: Yes! Many businesses create one location per person. Example: "Sarah (Tutor)" and "John (Tutor)" as separate locations, each with their own calendar and working hours. This works great for salons, tutoring centers, clinics, or any business with multiple practitioners.

Q: Can one location offer multiple services?
A: Yes! For dynamic mode, select services in the Availability tab. For fixed slots, assign services per individual slot. For hybrid mode, do both.

Q: What's the difference between booking modes?
A: Fixed Slots = you create specific times; Dynamic = automatic slot generation from working hours; Hybrid = both combined. Read more →

Q: Can I have different hours on different days?
A: Yes! In Dynamic mode, each day (Mon-Sun) can have its own start and end time. Toggle days off completely if you're closed.

Q: How does the system prevent double-booking in Hybrid mode?
A: Fixed slots automatically block those times from dynamic availability. If you have a 7am yoga class, that time won't show for personal training appointments.

Q: Do I need separate locations for in-person vs virtual?
A: Only if they have different schedules. If timing is the same, one location with both address and meeting link works fine.

Q: Can I make last-minute changes?
A: Yes, edit the location anytime. For fixed slots, re-sync to Google Calendar after changes.

Q: How far ahead can customers book?
A: This is controlled by your plan's quota settings and booking windows configured in the Plans tab.

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Tips for Success

Start simple Create one location first. Get comfortable before adding more.

Use clear names "Sarah (Tutor)" > "Location 1"
"Downtown Studio" > "Location 2"
"Treatment Room A" > "Room1"

Think beyond physical places Locations can represent staff members, resources, or service types - not just physical addresses.

Match calendars thoughtfully Separate calendars for different staff or venues. Each location = one Google Calendar.

Set realistic working hours Include travel/prep time in your schedule or use buffer minutes.

Test before going live Preview your calendar and make a test booking.

Review regularly Check which times fill up and adjust availability accordingly.

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Next Steps

After creating locations:

1. Preview your schedule - Using Calendar Preview
2. Sync to Google Calendar - Make your availability live
3. Test bookings - Try booking as a customer to verify everything works
4. Monitor appointments - Managing Bookings