This article describes all settings available when you are creating or modifying a Book-a-Spot asset.

Key tips

Asset bookings can span multiple days if a business location’s open hours allow it. If you’ve set padding time for your service, keep in mind that padding time can roll over to the next calendar date, if needed.
When service settings change, they won't affect already scheduled sessions. Upcoming sessions must be canceled and rescheduled for changes to take effect. For example, if a service's price changes on May 15, clients scheduled for May 30 won't pay the new price unless the service is canceled and rescheduled.

Settings

Setting	Description
ASSET NAME	The name of the asset. Your clients can see the name you enter, so it should be both descriptive and brief. This field is required.
ACTIVE ASSET	Allows you to activate or deactivate an asset. When this option is set to OFF, this asset is deactivated and can’t be booked. You can’t deactivate an asset that has already been booked. You must remove all bookings of the asset from the schedule before you can deactivate it.
LOCATION	The business location where this asset type is located.
DESCRIPTION	A description of the asset. Your clients can see the description, so it should be both descriptive and creative, but brief. This is not a required field, but it is highly recommended.
CALENDAR PICKER	The background color of the asset as it appears on your internal schedule. Use this to make it easier to distinguish your services from one another, or to simply liven up your schedule.
QUANTITY	The number of assets of this type at the location. If the service requires one asset per client, then the maximum number of clients able to attend the service will be limited to the number of assets available. For example, a spin class can only have as many people as there are spin bikes. Note: In cases where assets are similar, but not identical, create a separate asset for each item. For example, if you have yoga mats of three different sizes, create three different assets: small yoga mat, medium yoga mat, and large yoga mat.
Take Notes	A setting that allows you to take either SOAP or QUICK notes.
Visit Session Value	The number of sessions that each visit to the Book-a-Spot asset counts as. If you select Single visit equates to a custom session value, enter a custom value into SESSION VALUE. For example, if each visit to a Yoga room counts as 2 sessions, clients must use 10 session passes to visit 5 times.
QUICK Buy Settings	A setting that allows you to select whether QUICK Buy products are available for this asset. If you select QUICK buy products are available for this service, you can select which QUICK Buy products are available.
Asset Booking Rules	Determines whether the asset can be booked independently of other services. Select one of the following options: Asset can be booked separately from services – If you select this option, you can also set working hours for the asset after it has been created, to determine when it is available to be booked. Select this for assets that you want clients to be able to book for their own use. Asset can only be booked with other services – If you select this option, the asset can only be booked with other services. Select this for assets that you only want used during your scheduled services.
Price and Duration	This setting is only available if Asset Booking Rules is set to Asset can be booked separately from services. The price for booking the asset for a set duration. Multiple pricing options can be created by clicking the Add button on the right, and pricing options can be deleted by clicking the Delete button. For example, a Yoga room can be booked for $20 per hour, and also $12 per half an hour. If the asset should be considered free, select Free from the Price list.
Client can book asset	This setting is only available if Asset Booking Rules is set to Asset can be booked separately from services. Sets whether a client can book the asset. If this feature is set to OFF, only staff can book this asset.
BOOK NOW TAB	Lists your business’s book now tabs. Select one or more book now tabs to determine how the asset will be categorized in the Client Portal. By default, the book now tab for assets is called Assets. You can also complete the following actions: Create a new book now tab by clicking the Add button. Modify an existing book now tab by clicking the Edit button. Delete a book now tab by clicking the Delete button. Caution: If you modify the book now tab for a service, the direct booking URL for that service will change. Any client who uses the original direct booking URL will receive an error message.
Age Restriction	This setting is only available if Client can book asset is set to ON. Determines whether the asset is restricted to clients in a certain age range. Select one of the following options: Open to all ages – The asset won’t be restricted by age. Restricted to certain ages – The class will be restricted by age. Enter the Minimum Age or Maximum Age that clients must be within to book the class. You can also select an Age Range if you want to make the classes available to clients within a particular age group. If you want the service to be hidden from clients who don’t meet the age requirements, set the Display service to clients who do not meet the age requirement option to OFF. For more information, see Setting an age restriction for a service.
Require Staff Approval	This setting is only available if Asset Booking Rules is set to Asset can be booked separately from services. A setting that determines whether your staff members need to approve a client’s request to book this asset. Once a client requests an asset booking, a staff member can approve or deny the request from the schedule, the dashboard, the Appointment Requested staff notification, the Booking Requests Report, or in the Elevate Staff App. You have the following options: Client can book without approval from staff – Clients can book this asset without approval from a staff member. Staff must approve the booking request – Clients can only request to book this asset. A staff member must approve the request for the asset to be booked. If you select Staff must approve the booking request, the following options are displayed: Clients can make unlimited booking requests with an available Purchase Option – If the client pays for the booking request online with an available Purchase Option, a visit will only be deducted from the Purchase Option once the booking request is approved. Clients can make one booking request per available Purchase Option – If the client pays for the booking request online with an available Purchase Option, a visit will be deducted from the Purchase Option when the booking request is made. If the request is denied, the visit will be added back to the client’s Purchase Option. Notes If a staff member doesn’t approve or deny an appointment booking and its status remains as Requested, the remaining visits on the client’s Purchase Option won’t be updated accordingly. If the client doesn’t have an applicable Purchase Option when requesting an asset, they’ll be prompted to buy one.
Purchase Rules	This setting is only available if Asset Booking Rules is set to Asset can be booked separately from services. A setting that specifies how clients can pay for the asset booking. For more information, see Purchase rules.
Set [Purchase Option] as the default Purchase Option when paying for this service	Allows you to select a default Purchase Option that will be used for the payment when a client books this asset. When a default Purchase Option is set, staff members and clients can still choose to pay for the booking using one of the other applicable Purchase Options available for this asset. If the client doesn’t own an applicable Purchase Option when booking the asset, the default Purchase Option will be automatically selected when the client pays for the asset. Likewise, when a staff member sells a client a new Purchase Option to reconcile an unpaid booking, the default Purchase Option will be automatically added to the shopping cart. If the default Purchase Option is set to None, the Purchase Option won’t be automatically selected when the client pays for the asset, and no Purchase Option is added to the shopping card when a staff member reconciles an unpaid booking for the client. Note: If the Visit Session Value for this service is greater than one, then a session pass that only allows a single visit can’t be selected as the default Purchase Option.
Custom Business Policies	This setting is only available if Asset Booking Rules is set to Asset can be booked separately from services. Allows you to apply custom business policies, such as booking policies or automatic attendance tracking, to this asset. To apply custom business policies, set this option to ON, which exposes the asset-specific business policy settings. The values of the asset-specific business policy settings are automatically pulled from the Business Policies page, so you only need to change the specific values that you want to customize. For more information, see Business policy settings.
Taxes	This setting is only available if Asset Booking Rules is set to Asset can be booked separately from services. Allows you to select whether taxes apply to this asset. If you have configured taxes, and taxes apply to this asset, select each tax type that applies.
Booking Interval	This setting is only available if Asset Booking Rules is set to Asset can be booked separately from services. Select the booking interval used when booking this Book-a-Spot asset. Note: If an asset is set up with unavailable time or is booked for a session, booking intervals for that asset begin at the end of their unavailable time or session. For example, if an asset is set to be unavailable between 1:00 p.m. and 2:00 p.m. on Monday and has a booking interval of 30 minutes, the asset will be available to book at 2:00 PM, 2:30 PM, etc.
Notifications	This setting is only available if the option Asset can be booked separately from services is selected under Asset Booking Rules. Allows you to select whether clients and staff members are notified of changes to asset bookings. Note: If you enable client notifications for this asset and it is booked separately from a service, the Appointment Confirmation notification will be sent when the asset is booked. Additionally, notifications relating to appointment cancellation will be sent when the asset is canceled. For more information about these notifications, see Client notification types.
QUICK Search Tags	The QUICK Search tags that apply to this Book-a-Spot asset. In the list, select all the QUICK Search tags that apply. QUICK Search tags aren’t customizable. QUICK Search tags help categorize your asset for clients who are searching for new services on WellnessLiving Explorer. For example, if this is a yoga mat asset, select Hot Yoga. If you’re offering a service that doesn’t fit into any of the available Quick Search tag options, choose the closest available option or leave this field blank.
Revenue Category	This setting is only available if Asset Booking Rules is set to Asset can be booked separately from services. The revenue categories to which the asset is assigned. Click a revenue category to select or deselect it. You can select as many revenue categories as needed. The asset will be assigned to the selected revenue categories. You can also manage revenue categories from here: To add a new revenue category, enter a name for it in the box and click ADD. To rename a revenue category, click the revenue category’s Options button and select Edit To delete a revenue category, click the revenue category’s Options button and select Delete tag

Book-a-Spot assets

Book a Book-a-Spot asset as a client

Cancel a Book-a-Spot asset booking as a staff member

Set an asset's working hours

Appointment settings