Resources & Room Booking

Praxi allows you to manage consultation rooms, shared equipment, and other practice resources. Rooms can be linked to appointments, and the resource calendar prevents double-bookings.

Adding Rooms and Resources

1. Navigate to Settings > Resources
2. Click Add Room or Add Resource
3. Enter the details:
   • Name (e.g., "Room 1 - Ground Floor", "Projector")
   • Type (consultation room, group room, equipment)
   • Location (relevant for multi-site practices)
   • Capacity (for group rooms)
   • Features (e.g., wheelchair accessible, video conferencing, whiteboard)
4. Set availability hours (defaults to practice hours)
5. Save

Multi-Site Practices

For multi-site practices, assign rooms to specific locations so practitioners only see rooms available at their site when booking appointments. :::

Availability Scheduling

Configure when each room or resource is available:

1. Open the room or resource
2. Click Availability
3. Set the available hours for each day of the week
4. Add blocked periods for maintenance, cleaning, or closures
5. Save

Rooms outside their availability window will not appear as options when creating appointments.

Booking Rooms

Automatic Assignment

When creating an appointment, Praxi can automatically assign an available room based on:

• The appointment time and duration
• The practitioner's preferred room
• Room availability and features required

Manual Assignment

1. Create or edit an appointment
2. Select a room from the Room dropdown
3. If the room is already booked, Praxi displays a conflict warning
4. Choose a different room or time to resolve the conflict

Booking Conflicts

Praxi prevents double-booking rooms by default:

Scenario	Behaviour
Room already booked	Warning displayed; cannot save until resolved
Overlapping buffer time	Warning displayed (configurable buffer between bookings)
Room unavailable	Room does not appear in the dropdown

Room Features

Tag rooms with features to help practitioners find the right space:

Feature	Use Case
Wheelchair accessible	Clients with mobility needs
Video conferencing	Telehealth-capable rooms
Sound-proofed	Sensitive clinical sessions
Group capacity	Group therapy or workshops
Child-friendly	Play therapy or child assessments

Resource Types

Organise resources into types for easier management:

1. Go to Settings → Resources → Types
2. Click Add Type (e.g., "Consultation Room", "Group Room", "Equipment")
3. Resources inherit the type for filtering and reporting

Resource Schedule

View all bookings for a specific resource over a date range:

1. Open the resource
2. Click Schedule
3. Select the date range
4. View all bookings for that resource

Availability Checking

Before creating a booking, check which resources are available:

1. Open Settings → Resources → Board to see availability at a glance
2. Select the time slot
3. Optionally filter by resource type, location, or minimum capacity
4. The system returns only resources that are free during that time

Resource Bookings

Creating a Booking

1. Click New Booking
2. Select the resource and time slot
3. Link to an appointment (optional)
4. Save -- the resource is reserved

Cancelling a Booking

1. Open the booking
2. Click Cancel
3. Add a cancellation reason
4. The resource becomes available again

Double-Booking Prevention Praxi prevents double-booking resources. If a

resource is already reserved for the requested time slot, the booking is rejected. :::

Allocation Rules

Set up rules for automatic resource assignment:

1. Go to Resources → Allocation Rules
2. Click Add Rule
3. Configure the rule conditions (resource type, location, capacity requirements)
4. Set priority for when multiple rules match
5. Save

Auto-Assignment

When creating an appointment, Praxi can automatically assign the best available resource based on your allocation rules.

Practitioner Default Rooms

Assign a default room to each practitioner so their appointments are automatically booked into their preferred space:

1. Set default rooms via Settings → Resources → Allocation Rules
2. Select a practitioner
3. Assign their default room
4. Future appointments use this room automatically unless it is unavailable

Pricing

For practices that charge for room use (e.g., contractor room rental):

Pricing Rules

1. Go to Resources → Pricing Rules
2. Click Add Rule
3. Choose the rate type:
   • Hourly -- charge per hour of use (with optional peak rates)
   • Flat per booking -- fixed charge per booking
   • Free -- no charge
4. Configure additional options:
   • Setup fee
   • Free cancellation window
   • Late cancellation and no-show fees
   • Deposit requirements
5. Assign the pricing rule to resources

Internal vs Contractor Bookings Internal bookings (by employees) are

automatically priced at zero. Pricing rules apply to contractor bookings. :::

Floor Plans

Praxi supports interactive floor plans for visualising room layouts and occupancy:

1. Go to Resources > Floor Plans
2. Click Create Floor Plan for a location
3. Position rooms and resources on the plan using drag and drop
4. View the Live View to see who is currently in each room based on active bookings

Floor plans can be updated in batch if you rearrange your practice layout.

Analytics

View resource utilisation and booking analytics:

Report	Description
Dashboard summary	Overview of resource availability and bookings
Utilisation metrics	How fully each resource is booked
Booking trends	Booking volume over time (daily, weekly, monthly)
Peak times	Identify the busiest hours and days
Contractor summary	Booking activity by contractor

Who can manage resources and rooms

All authenticated staff members can view the resource calendar. Practice owners and practice managers can add and edit rooms and resources, manage allocation rules, and configure pricing rules for contractor room rental. Practitioners and receptionists can create bookings when scheduling appointments.

Related

• Creating Appointments
• Calendar Views
• Organisation Settings
• Product Management

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