Can staff put an appointment in a different room?

Yes. Open the appointment on the Calendar, and under Rooms & equipment choose another room or device of the same category. Rooms that are busy at that time are marked busy and cannot be picked. Moving a visit to a new time picks a free room again, because the original room may not be free then. Changing rooms takes Calendar & appointments at Manage.

Does a room free up during a service's hands-off time?

No. A room or device is held for the whole visit, hands-off time and transition time included, even when the provider is free to see someone else. So a second patient fits a provider's hands-off gap only when they need no room, need a different kind, or another room of the same kind is free at that time.

Can one location use a different kind of room for a service?

Yes. In Manage > Services, select the service, change Resources required at this location, and select Save changes. The list you set there applies at that location only, and the line under the heading shows what the organization requires. A location can require another category or none at all, while every other location keeps the organization's list.

What happens to booked visits when I delete a room?

Booked visits keep the room. Deleting a room or device in Velarya deactivates it, so it is no longer reserved for new bookings, and upcoming appointments that already hold it are untouched. When upcoming appointments hold it, the message after deleting says how many. Select Restore on the room to bring it back.

Do patients choose a room when they book?

No. Patients never see rooms or devices, in the patient app or on your web booking page. Velarya picks a free one of each kind the service needs at the time they choose, and offers only times when one is free. When a location has none of a kind the service needs, patients read "Not bookable at this location".

Set up rooms and equipment

Before you begin

Your services are in the Service Catalog: Create a service patients can book.
The location's operating hours are set: Set your hours and staff schedules.

Add your resource categories

A resource category in Velarya is a kind of room or device, such as “Laser Room” or “Treatment Rooms”. Services require a category and Velarya picks the room, and one list serves every location. Give a device its own category when a service needs that exact one.

Select Organization settings in the menu at the bottom of the sidebar, then Resource Categories.
Select Add category.
Enter the category’s name, such as “Laser Room”, and a description if you like.
Select Add category in the dialog. The category is listed as Active.

Resource Categories listing Treatment Rooms, Laser Devices and Injectables Suite as Active, with Add category outlined

To rename a category, select the pencil next to it. Deleting a category that a room or service still uses deactivates it instead, and it stays attached where it is already used. Select Restore to bring it back.

Add the rooms and devices at each location

Each room or device belongs to one location and one category. Add every one the location has, because Velarya books a category only as many times at once as the location has active rooms of it.

Go to Manage > Resources. Under Rooms & Equipment the page lists the current location’s rooms and devices.
Select Add resource.
Enter the name, such as “Room 5”, and choose its Category.
Pick a Calendar colour if you like, then select Add resource. The room is listed as Active.

Add room or device with Room 5 typed and Treatment Rooms chosen as the category, the category outlined

To add rooms at another location, choose it from the menu at the bottom of the left sidebar first.

Set each room’s hours and maintenance windows

A room or device in Velarya is reserved only inside its own weekly hours. A room with no hours is never free, so give every room hours, usually the same as the location’s.

On Rooms & Equipment, select Hours next to the room.
Under Weekly operating hours, select Add hours, choose the days and set the start and end times. Add a second row on the same days to leave a gap.
Select Save Hours. The button reads “Saved”.

Room 1 hours and availability: an Every day row from 8:00 AM to 8:00 PM under Weekly operating hours, Save Hours outlined

For a service visit or repair, select Add window under Time off & maintenance.
Set when it Starts and Ends, add a reason if you like, and select Add window. The room cannot be reserved for the whole window, whatever its weekly hours.

Visits already booked in that window keep the room, so move them on the Calendar.

Link rooms to services

A service reserves rooms through the categories it lists under Required Resources, set once in the Velarya Service Catalog and used at every location that does not set its own.

In Organization settings > Service Catalog, select the service.
Under Required Resources, select Browse, select each category the service needs, such as a laser room and a laser device, then select Done.
Select Save in the Unsaved changes bar. The bar closes, and new bookings of the service reserve a free room or device of each category.

Required Resources on a laser service with Laser Devices selected and the Browse button outlined

A service that lists two categories reserves one free room or device of each. Create a service patients can book covers the rest of the service editor.

How does Velarya assign rooms?

Velarya treats rooms and devices as part of every booking, from the patient app, the web booking page, the Calendar, walk-ins and the waitlist.

Situation	What Velarya does
A patient or staff member books a service with Required Resources	Picks a free room or device of each category at that location and reserves it automatically
Every room of a category is busy	Offers patients no start time then. Staff see “This conflicts with the schedule” and can select Save anyway, which shares a room
The location has no active room of a category	Offers patients no times for the service at that location
The visit has hands-off or transition time	Holds the room for the whole visit, hands-off and transition time included
A room has no weekly hours, or a maintenance window covers the time	Treats the room as unavailable then
The visit is moved to a new time	Picks a free room again at the new time
A visit is cancelled, marked a no-show or completed	Frees the room
You narrow a room’s hours around booked visits	Asks “Hours conflict with booked appointments”, and keeps the visits if you select Save anyway

What do patients see?

Patients never see rooms or devices. They are offered only times when a room of each kind the service needs is free, and the app shows “Not bookable at this location” when a location has none of a kind. Staff see the reserved room on the appointment, under Rooms & equipment, and can move the visit to another free room there. Book an appointment for a patient covers booking from the Calendar.

If something goes wrong

Resources is missing from Location Settings. Your role lacks Rooms & equipment (per location) at manage at this location. Ask an Admin to update your role.

Add resource is grayed out. There are no active resource categories yet. Select Manage Resource Categories on the page and add one first. If categories exist, your role also needs Service catalog at edit to list them.

A service has no times, although providers are free. A room it needs has no weekly hours, or every room of that kind is booked or in maintenance. Select Hours on each room and check its rows.

“Not bookable at [location]: [service] needs …” on Rooms & Equipment. Rooms & Equipment lists every service that needs a category the location has no active room of. Add a room of that category, or change the service’s resources for this location in Manage > Services.

“Hours conflict with booked appointments”. Upcoming visits already hold the room outside the new hours. Select Save anyway to keep both, or widen the hours.

“The end must come after the start.” The maintenance window ends before it starts. Fix the Ends date or time.