Create an Equipment Item
Open Equipment → Items and select New. Enter an English or Chinese name, then review the following settings:
- Capacity per unit is how many people can use each unit at the same time.
- Default Assignment Type decides how a unit may be shared. Exclusive reserves the unit for one booking or calendar session — attendees of that same session can share it, but another session cannot. Shared lets separate bookings use remaining capacity on the same unit. The assignment type only applies once capacity per unit is greater than 1 — at capacity 1 every booking takes a whole unit.
- Required equipment must be available for the booking. Optional equipment does not block the class or appointment if unavailable.
- Price is the default equipment charge. A class or appointment service can use its own override later.
- Location and Class Room restrict where the item belongs.
Capacity per unit and Default Assignment Type are the new labels for the fields previously called Capacity and Assignment Type. Only the wording changed — anything you had already saved still behaves the same way.
Standalone and Grouped Equipment
Choose one relationship model for each item:
- Standalone items link directly to one or more classes or appointment services. When a standalone item is required it is assigned automatically; when it is optional it is offered to the customer during booking.
- Part of Group items belong to an equipment group. Link the group—not the individual grouped item—to a class or appointment service.
Before switching an existing item between these modes, remove its incompatible class or group links. This prevents one resource from being allocated through both paths.
How Equipment Affects Availability
Required equipment creates an additional availability limit on a group class or an appointment service. For example, a class (or appointment) size of 12 with only eight available required units may have an effective equipment capacity of eight — the bookable number is always the smaller of the seat limit and the equipment limit. Disabled units, maintenance windows, overlapping bookings, item capacity, and exclusive/shared rules all affect the result.
Changing a class or appointment link recalculates capacity for upcoming schedule entries, but it does not retroactively allocate the newly linked equipment to bookings that already exist.
Finding the Equipment Page and Who Can Use It
Open Equipment from the admin side menu. It is listed after Instructors and uses a tools (construction) icon. From there you can manage equipment Items and their units, check which units are in use under Allocations, organize items into Groups, and use Classes to review which classes use which equipment and add class-specific overrides.
- The Equipment menu item is only available to studios using the new booking experience. Customers choose their equipment when they confirm a class reservation in the new booking experience, so equipment set up without it would never reach your customers.
- Staff only see the menu item if their role includes the Equipment permission. Grant it under Settings → Role & Permission Management.
- The menu item may appear a moment after the menu first loads, once your business details have finished loading.
Equipment Tabs and the Log
The Equipment page is split into six tabs. Opening Equipment takes you straight to Allocations — it is now both the first tab and the tab the page opens by default.
- Allocations — every equipment unit currently in use across all class sessions, including who is holding it. See Checking Which Equipment Is Allocated below.
- Items — every equipment item for the selected location, with its capacity per unit, unit count, default assignment type, groups, and direct class links.
- Groups — equipment groups and the items that belong to them.
- Classes — every class and appointment service that has an equipment link, and where item and group overrides are created.
- How it works — opens this guide as a card, between Classes and Log.
- Log — the change history, split into Log - Equipment, Log - Equipment groups, and Log - Equipment classes.
Use the log when a resource stops being bookable and nobody is sure what changed — each entry records what was edited, by whom, and when.
Columns in the Items and Groups lists
In the Items list, Capacity per unit, Default Assignment Type and Direct Classes are the new names for the Capacity, Assignment Type and Classes columns, and the Can Share column has been removed — the assignment type already tells you whether a unit can be shared. An item that belongs to a group shows Uses group settings in the Required column instead of Yes or No, and Via groups where its own class links would be, because the group decides both.
In the Groups list, the Keep Together column is now Same Equipment Item, and the allocation mode Optimized is shown as Sequential (preferred). A group set to Customer Choice leaves the allocation mode and Same Equipment Item cells blank, because neither setting applies when the customer picks the unit.
Checking Which Equipment Is Allocated
You can check which equipment units are assigned to bookings in three places.
Allocations tab on the Equipment page
Open Equipment. Allocations is the first tab and the one the page opens by default, with Items second, followed by Groups, Classes and How it works. The tab lists every equipment unit in use across all class sessions. The columns are:
- Equipment
- Unit — if the unit has no name, it is shown by its number (for example, #12). A unit held for a whole class session carries a Session badge; see Session equipment and changing its unit below.
- The customer's profile photo
- Customer — who is holding the equipment. When the booking was made for a family member, that family member's name is shown as well.
- Class
- Class schedule ID — the ID of the class session
- Start time and End time
- Capacity used
Use the filters above the table to narrow the list by class, equipment item, customer, or date range. The equipment filter lists all of your equipment items in alphabetical order, not only the items that happen to appear in the rows currently shown, so an item stays selectable after you have filtered by something else. Filtering applies to all of your allocations, not only the rows already on screen.
Because a business can have a very large number of allocations, the list loads a page at a time. Use load more to fetch the next page, or load all to fetch everything that matches. The count shown for the table covers every matching allocation, not just the rows loaded so far. Changing a filter or selecting refresh starts the list again from the first page.
Use the search box to find rows by equipment, unit or class name (in English or Chinese) or by class schedule ID. You can sort by Equipment, Unit or Class.
Equipment tab on each class session
Open a class session from the Calendar. The Equipment tab, right after Attendees, lists only the equipment assigned to that session. It has no filters and no load more, because it is already limited to the one session. Change unit is available there too — see below.
Session equipment and changing its unit
Most rows are equipment held for one customer's booking. A row with a Session badge next to the unit name is different: that unit is held for the whole class session. It is assigned when the session is scheduled, and its customers are the session's attendees rather than a single booker, so the Customer column can list several people or none at all.
A session's unit can be moved:
- Select the ellipsis at the start of the session row to open its actions.
- Choose Change unit. The system looks up the units that are free for that session's time.
- Pick a unit from the list. The whole session moves onto it, Unit changed is confirmed, and the table reloads.
If no unit is free for that time, No free unit at this time is shown and nothing changes — free up a unit, or move the session to another time, and try again.
The same actions are available on the Equipment tab inside a class session, with two differences: the ellipsis only appears on session rows there, and View calendar is not offered because you are already looking at that session.
Equipment column in the attendee list
The session's attendee list also has an Equipment column showing how many units each reservation has. See How do I mark attendance and do roll call for my classes? for details.
If the table is empty
If no equipment is in use, the table shows No equipment allocated. If the table is titled Unable to load equipment allocations, the details could not be loaded. Select the refresh button to try again.
