Room Plus

The Room Plus add-on helps you plan rooms and appointments without conflicts. It detects double bookings before they happen, blocks rooms during renovations or holidays, ensures buffer times between appointments, and shows you with a heatmap how well your rooms are being used.

The add-on costs 9 EUR per month or 90 EUR per year and belongs to the Management category.

What you get

• Conflict detection for double bookings of room, trainer and location
• Blocked days and blocked times for rooms and entire locations
• Maintenance mode per room that blocks every booking
• Buffer times as a minimum gap between consecutive appointments
• Utilization heatmap with key figures on room usage

Activation

Note: After activation, a new sidebar entry "Room availability" appears under "Rooms" and the conflict check runs in the appointment creation and editing modals from that point on.

Conflict detection for double bookings

When you create or edit appointments, the system checks live whether the room, trainer or location is already occupied at the selected time. The check runs in the modals for creating a course, a block course, an appointment, and when editing an appointment.

There are two severity levels.

Hard blocks (blocking)

These prevent saving - the save button is disabled:

• Maintenance mode
• Blocked days
• Recurring blocked times

Warnings (overridable)

These only warn, saving remains possible:

• Room double booking
• Trainer double booking
• Location double booking
• Buffer time shortfall

When there is a conflict, you see a colored notice box in the modal: red for hard blocks, yellow for warnings. The box lists the conflicting appointments with course, date, time, room and trainer. In addition, a short notice toast appears.

Both room and trainer double bookings are checked. For trainers, the actually responsible trainer is correctly recognized - the trainer assigned to the appointment takes precedence over the default trainer of the course.

Note: Moving an appointment by drag and drop directly in the calendar does NOT trigger a conflict check. The check happens exclusively in the creation and editing modals mentioned above.

Blocked days and blocked times

With blockings, you hard-block the occupancy of a room or an entire location. There are two types.

Date range

A period from/to. For a single day, you set "from" equal to "to". Suitable for holidays or a renovation.

Recurring

Selected weekdays (several possible) plus a start and end time. Suitable, for example, for "Mondays 1 to 2 PM always blocked".

Each blocking applies either to a single room or an entire location and can have an optional reason as free text.

Creating blockings

There are three ways:

On the room cards, a notice badge appears with the number of active blockings and the next blocked date.

Tip: Create holidays and planned renovations as a date range in good time. That way neither you nor your customers can accidentally place appointments in these periods.

Maintenance mode

Maintenance mode applies per room, not per location. As long as it is active for a room, every booking in that room is hard-blocked - regardless of date and time.

Optionally, you can add a notice text that is then displayed.

Activating maintenance mode

There are two ways:

A "In maintenance" banner then appears on the room card. In the calendar, the room is shown as blocked. When you deactivate it, the notice text and timestamp are cleared again.

Tip: Use maintenance mode for short-term blockings without a fixed end date, such as water damage. For plannable periods with a fixed start and end, a blocked day is the better choice.

Buffer times between appointments

A buffer time is a minimum gap in minutes between two consecutive appointments in the same room. If it is undercut, a warning appears. This is not a hard block - saving remains possible.

The buffer check applies only to the same room, not to trainers.

Configuration on two levels

You set this in the Add-on Store under the "Settings" tab: one card for the default value, one card for the room overrides.

• Studio default value - applies to all rooms
• Value per room - optional override; if the field stays empty, the default value applies

Possible values are 0 to 120 minutes. The value 0 means: no buffer check.

If a room override is set, a "X min buffer" badge appears on the room card.

Utilization heatmap

The heatmap is a grid of weekday (7 rows) and time (6 to 21 hours). Each cell shows the utilization - booked versus available spots - as color intensity, with a tooltip per cell.

You find the heatmap in the Add-on Store under the "Utilization" tab. It can be filtered by room (all or single) and by period; the default period is the last 28 days.

Above the heatmap, key figures are shown:

• average utilization
• strongest room
• weakest room
• unused hours per day

The heatmap is a pure analysis and reporting function. It blocks nothing, it only shows you which rooms are under- or over-utilized.

Tip: Use the heatmap to identify weakly booked time slots. Often courses can be moved to days with stronger demand, or unused hours can be used for new offers.

Where to find everything

Requirements

Rooms must be created for maintenance mode, room blockings and buffer times to make sense.

Locations are only needed for location-wide blockings and the location double-booking warning.

Conflict detection and the heatmap also need courses and appointments to be useful.

When you deactivate the add-on

The conflict check, blocking management, heatmap and the maintenance and blocking controls disappear.

Blockings that have already been created and set maintenance modes remain in the database but are no longer evaluated. If you reactivate the add-on later, everything is back.

Frequently asked questions

Which studios benefit from Room Plus? Studios with several rooms or several trainers where double bookings are a real risk. Likewise studios that want to keep renovations and holidays cleanly out of the booking system, and studios that want to optimize their room utilization based on data.

Does the add-on prevent me from double-booking a room? Only partly. A room double booking is a warning, not a hard block - you can still save if the double booking is intentional. Only maintenance mode, blocked days and recurring blocked times are hard-blocked.

Why do I not see a conflict warning when I move an appointment in the calendar? Moving by drag and drop in the calendar does not trigger a conflict check. The check runs only in the modals for creating and editing an appointment.

What is the difference between maintenance mode and a blocked day? Maintenance mode applies per room and blocks every booking regardless of date and time - ideal for blockings without a fixed end. A blocked day applies to a fixed date range or recurring weekdays and can also be set for an entire location.

Does the buffer time also apply between appointments of different trainers? No. The buffer check applies only to the same room. Gaps between trainers are not taken into account.

Does the utilization heatmap block any bookings? No. The heatmap is a pure analysis and reporting function. It only shows how well your rooms are being used.