This feature helps you track room usage, prevent room double-bookings, and keep your staff organized by automatically assigning the best available space.
Setting Up Your Rooms
Before you can assign rooms to appointments, you must add them to your physical locations.
Navigate to Settings > Locations.
Either Create a New Location ("Add" button) or edit an existing location (click on that location).
Scroll down to the Rooms section (below the location info) and click "Add" to create a new room.
Note: when creating a new location, the "Rooms" section will not appear until after the location has been created and saved.
Enter the names and descriptions of your rooms for that location.
💡Tip: use the description to add the available instrumentation or other information that will be helpful in selecting the best room.
Click Save.
Note: Each room must have a unique name within its location to avoid errors.
Configuring Rooms in Your Booking Offerings
This step helps ensure that when clients self-schedule, the an appropriate room will be selected for the appointment. (For example, that your "30 Minute Piano Lesson" booking will only be scheduled in a room with a piano.)
Go to Booking > Services
Select the Service Offering you'd like to edit.
Click to Edit icon > Details to edit the Offering.
In the "Edit Details" modal, select "Limit to specific rooms"
Select the rooms appropriate for that Service and click Save.
Note: If no rooms are specifically selected, the appointment type will default to being eligible for all rooms at its location.
Scheduling with Rooms
When scheduling a new appointment in Advanced Mode, you have several options for room assignment:
Specific Room Selection: Select a preferred room from the dropdown menu to see its description and availability.
Best Available Room: Fons will automatically select the best available room for the appointment. This will be the room the teacher was last in before this appointment if available to minimize movement throughout the studio.
No Room: Book the appointment for the location only, without reserving a specific space.
Conflict Checking
Fons automatically checks for schedule conflicts for both the teacher and the room. If you attempt to book a room that is already occupied, an error banner will notify you of the conflict.
Managing Rooms on the Calendar
The Fons calendar offers dedicated rooms views to help you visualize your studio's daily room usage. Note: a "rooms" view will only appear in your calendar after you have created at least one room.
Toggle Staff/Rooms: Use the toggle at the top of the calendar to switch between viewing schedules by staff member or by room.
Side-by-Side View: Select multiple rooms and choose Day from the week/day dropdown to compare availability across different spaces at once.
Viewing Room Information
Once an appointment is booked, the room assignment is visible in multiple areas for staff and administrators:
Admin Dashboard: The room name is displayed directly below the location name on your main dashboard.
Appointment Details: Open any appointment to see the reserved room. You can change the room from here by clicking the Edit icon > Details
Client Self-Booking with Room Reservations
If you have set up rooms, a client will only see open appointment times where one or more rooms are available. If no room is available, the client will not be able to book.
When a client self books, Fons will automatically find the best room available. This will be the room the teacher was last in before this appointment if available.
Note: to edit which rooms can be booked for specific Services, see the Configuring Rooms in Your Booking Options section above.