---
title: 🚪 9.9 Rooms and Equipment
slug: 99-rooms-and-equipment
createdAt: 2026-10-29T22:12:44.252Z
---

Rooms and Equipment lets you set up the physical spaces and gear your services use, so they can never be double booked. Once set up, you can choose which appointments can use each room, add prep and breakdown time around each booking, require equipment for an appointment, and see which room each booking is in right on your Schedule.

You'll find it in your dashboard under **Other > Rooms and equipments**.

## Create a room

1. Go to **Rooms and equipments** and stay on the **Rooms** tab.
2. Click **Create**.
3. Enter a **Room name** (for example, "Studio A" or "Recovery Room").
4. Under **Eligible appointments and experiences**, pick what can use this room. You can browse by Events, Classes, Retreats and Appointments.
5. Optionally, add a **Prep time** and a **Breakdown time** in minutes. This is extra time the room is held before and after each appointment, for cleaning or setup.
6. Click **Create room**.

![](https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/J1wmT4pApKTI0dVLgdPcT_01-create-room.jpg)

![](https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/y_X9jJlONgxQlCetK96Cu_02-eligible-picker.jpg)

**Good to know:** only the appointments you select here can be booked into this room. If you leave the list blank, the room won't be offered for any appointment. Experiences you select are saved with the room, but they don't restrict which experiences can use it.

Your new room shows up in the list with its status, eligible appointments, prep time and breakdown time.

![](https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/4Jl5qcz02Cfv1xagZP21__03-rooms-list.jpg)

## Create equipment

1. Go to **Rooms and equipments** and open the **Equipments** tab.
2. Click **Create**.
3. Enter an **Equipment name** (for example, "Red light panel").
4. Enter the **Quantity**, which is the total number of units you own. Bookings can never claim more than this at once.
5. Click **Create equipment**.

![](https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/v7JbKRbHlorLq2XdK-Cej_04-create-equipment.jpg)

## Edit, pause, archive or delete

Click the three dots on any room or equipment row to **Edit**, **Pause**, **Archive** or **Delete** it.

![](https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/92IxtgVzgUdHamyqmp87E_05-actions-menu.jpg)

## Link rooms and equipment to an appointment

You can also manage this from the appointment itself:

1. Go to **Appointments**, click the three dots next to the appointment and choose **Edit**.
2. In the **Rooms & equipment** section, use **Eligible rooms** to choose which rooms this appointment can be booked into. Rooms you pick here stay in sync with the room's own eligible list.
3. Set the **min prep** and **min breakdown** for each room, if needed.
4. Under **Required equipment**, pick the equipment this appointment needs and how many units each booking uses (for example, 1 of 2).
5. Click **Update**.

![](https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/K17pRzXjmSBRSn--Hg4tW_06-appointment-rooms-equipment.png)

## Choose a room when you book a client

When you book a client from the dashboard (**Book a client**), you'll see a **Room** field after you pick the client. Choose one of the rooms available for that appointment, or leave it as **No room**.

![](https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/9FnPiLg3aEwTs9XD2Xww5_07-book-client-room.png)

The room then shows on the booking in the appointment's **Bookings** list.

## Add a room to an experience

When you create or edit an event, class or retreat, you'll see a **Room** field right below the location. Pick the room where it takes place, or leave it as **No room**.

![](https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/XohrLk49PUVhrjm57YwIl_08-experience-room.png)

## See rooms on your Schedule

On your **Schedule**, hover over a booking to see its details, including the **Room** it's in.

![](https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/bTVsKFWoJUq8vJnqmPs1u_09-calendar-card.png)

Use the **Rooms** filter at the top of the Schedule to only show what's happening in one or more rooms. You can combine it with the other filters, like Types, Appointment types and Providers.

![](https://api.archbee.com/api/optimize/-solDijdt4SsjqcUeW3dx/A3srPfCgXo-lMqTmlmYXU_10-calendar-room-filter.jpg)