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How do I allow clients to reserve space/equipment?

How to use proxy staff profiles to let clients reserve individual resources in Pike13

If your business offers resources that clients need to reserve individually—such as a specific yoga mat, a photography studio, or a massage chair—you can manage these bookings in Pike13 by treating the resource as a Staff Member. This setup allows the "Resource" to have its own schedule, availability, and booking links.

Step 1: Create The Resource (The "Proxy" Staff Member)

First, you must create a profile for the equipment or space so the system recognizes it as an entity that can accept bookings.

  1. Go to Staff > + New Staff Member.

  2. Name: Give the resource a clear name (e.g., First Name: "Studio", Last Name: "A" or First Name: "Sauna", Last Name: "1").

  3. Email Address:

    • Requirement: Every staff profile in Pike13 must have a unique email address.

    • The Gmail Trick: You do not need to create a real email account for every treadmill. If you use Gmail, you can use Email Aliases. Add a + sign and a label to your existing email.

    • Example: If your email is owner@gym.com, enter owner+studioA@gym.com or owner+sauna1@gym.com. Pike13 sees it as unique, but any system emails will go straight to your main inbox.

Step 2: Create The Service

Next, create the specific appointment type that clients will select to book this resource.

  1. Go to Settings > Services.

  2. Select + New Service > Appointment.

  3. Service Name: Name it clearly (e.g., "30-Minute Sauna Session" or "Private Studio Rental").

  4. Duration & Price: Set how long the rental lasts and the cost.

  5. Staff: When asked "Who provides this service?", select only the Resource profile you created in Step 1 (e.g., "Sauna 1").

Step 3: Set Availability

Now you must tell the system when this resource is available to be booked.

  1. Go to Staff and click on the name of the Resource (e.g., "Studio A").

  2. Click Availability.

  3. Add the hours this resource is open (e.g., Mon-Fri, 9 AM - 5 PM).

    • Note: Just like a human instructor, if the "Resource" has no availability on its profile, clients cannot book it.


Best Practice

Before you announce it to your clients, perform a test booking to verify that the "Resource" appears as the provider and the time slots match the availability you set. 

 

For a staff-side solution for reserving facilities and equipment, please have a look at our Rooms feature here: Managing Spaces with Rooms