1. Understanding Rooms and Equipment
Rooms and equipment are managed through the Stock Management module in AesthetiDocs.
Why This Feature Is Useful
Adding rooms and equipment helps your clinic:
Avoid double bookings.
Manage shared equipment more effectively.
Prevent patients from booking treatments online when the required equipment is unavailable.
Keep room availability accurate.
Make sure fixed equipment is only booked when the correct room is available.
Improve scheduling for clinics with multiple practitioners.
Example Scenarios
This feature is helpful if:
You have one microneedling pen shared between multiple practitioners.
You have an IPL laser fixed in one treatment room.
You have a HydraFacial machine and another device in the same room.
You want to stop patients from booking two treatments at the same time if they require the same room or device.
You want online bookings to automatically check whether the required equipment is available.
2. Adding Treatment Rooms
The first step is usually to add your treatment rooms.
This is important if you have fixed equipment that stays in a specific room, or if multiple pieces of equipment are located in the same treatment space.
How to Add a Room
To add a treatment room:
Go to Stock Management.
Open the Rooms section.
Click Add New Room in the top-right corner.
Enter the room name.
For example, Treatment Room 3.
Select the relevant location.
This is useful if your clinic has multiple locations.
Assign equipment to the room if required.
You can do this if the equipment has already been added.
Click Submit.
The room will then be created and available to use.
Assigning Equipment to a Room
If equipment has already been added to your account, you can associate it with a room during room setup.
This is useful when:
A device is fixed in a specific room.
Multiple devices are located in the same room.
The room itself should become unavailable when the equipment is in use.
Editing, Deleting, or Deactivating Rooms
If you need to update a room later:
Go to Stock Management.
Open Rooms.
Find the room you want to update.
Use the room options to edit, delete, or deactivate it.
This allows you to keep your room list accurate if your clinic layout changes.
3. Adding Equipment
After adding your rooms, you can add your equipment.
Equipment can be added as either portable or fixed, depending on how it is used in your clinic.
Portable Equipment
Portable equipment can be moved between rooms.
Examples may include:
Microneedling pen
Portable treatment device
Shared handheld equipment
The main purpose of adding portable equipment is to prevent the device itself from being double booked.
For example, if one practitioner is using a microneedling pen at 1:00 PM, another patient should not be able to book a microneedling treatment at the same time if that same device is required.
Fixed Equipment
Fixed equipment stays in a specific room.
Examples may include:
IPL laser
HydraFacial machine
Laser device
Larger equipment that cannot be moved between rooms
Fixed equipment should be assigned to a treatment room. This helps prevent both the equipment and the room from being double booked.
For example, if an IPL laser and HydraFacial machine are both fixed in Treatment Room 1, the system can prevent overlapping bookings that require that same room.
4. Setting Up Equipment
When adding equipment, you can link it to the relevant treatments or services.
How to Add Equipment
To add a new piece of equipment:
Go to Stock Management.
Open the Equipment section.
Click Add New Equipment.
Enter the equipment name.
For example, IPL Laser.
Choose whether the equipment is:
Portable, or
Fixed.
Select the treatments or services that require this equipment.
Click Save.
The equipment will then be added to your account.
Assigning Equipment to Services
When adding equipment, you can choose which treatments or services use that device.
You can assign equipment by:
Selecting an individual service.
Selecting a treatment category.
Applying the equipment to multiple services where needed.
For example, if you add an IPL laser, you can assign it directly to the IPL Laser service.
Assigning Fixed Equipment to a Room
If the equipment is fixed, you should assign it to the correct room.
To do this:
Go to Rooms.
Select the room where the equipment is located.
Click Edit.
Assign the fixed equipment to that room.
Save your changes.
For example, if your Cytal Laser and IPL Laser are both located in Treatment Room 1, you can assign both devices to that room.
5. How Double Booking Prevention Works
Once rooms and equipment have been added, AesthetiDocs will check availability when appointments are booked.
What Happens When Equipment Is Already in Use
If a treatment requires equipment that is already booked at the selected time, the system will show that the room or equipment is unavailable.
The user will then be prompted to choose another available time.
Example
If a SkinPen microneedling appointment is booked at 1:00 PM, and the SkinPen device is required for that service:
AesthetiDocs marks the SkinPen as in use at that time.
If another microneedling appointment is attempted at the same time, the system will show an availability error.
The system will suggest alternative appointment times.
The user can select another available time and continue booking.
How This Works for Fixed Equipment
If fixed equipment is assigned to a room, the system will also consider the room’s availability.
For example:
An IPL laser is fixed in Treatment Room 1.
A HydraFacial machine is also fixed in Treatment Room 1.
If Treatment Room 1 is already in use, another treatment requiring that room cannot be booked at the same time online.
This helps prevent bookings that cannot physically be carried out due to room or equipment limitations.
6. Internal Bookings vs Online Bookings
AesthetiDocs helps prevent double bookings online, but internal users may still be able to override availability if needed.
Online Patient Bookings
For patients booking online:
Patients cannot double book unavailable rooms or equipment.
The system will show that the room or equipment is unavailable.
Alternative times will be suggested.
Internal Clinic Bookings
For internal clinic users:
Staff may be able to manually override the restriction.
This allows flexibility if the clinic chooses to make an exception.
Any manual override should be used carefully to avoid scheduling conflicts.
Need More Help?
If you have any questions about setting up rooms and equipment or managing resources, please contact our support team. We're glad to help.