Specialists & Locations

Manage team members and business locations.

Important: Reserve Labs currently supports one location only. If you need multiple locations, please contact us so we can implement it in a way that works for your business.

Why the mappings matter: The system uses Specialist → Location → Services mappings to determine what clients can book. A client can only book services if there's a specialist assigned to both their selected location AND those specific services.

How Mappings Work

Reserve Labs uses a two-level mapping system to control what clients can book:

The Booking Flow Logic

1️⃣ Client selects a location

Each booking page URL is tied to a specific location ID. The system filters everything based on this location.

2️⃣ Client sees available services

Only services that have at least one specialist assigned to BOTH the location AND that service are shown.

3️⃣ Client selects services

The system finds specialists who can perform ALL selected services at that location.

4️⃣ Client picks a specialist

Only specialists who are assigned to the location AND all selected services appear.

5️⃣ Calendar shows availability

The calendar displays available time slots for the selected specialist at the selected location for the selected services.

Why this matters: If you forget to assign a specialist to a location or service, clients won't be able to book that service, even if it exists in your system. The mappings must be complete for the booking flow to work.

Example Scenario

You have:

Location: "Main Office"
Services: "Haircut", "Hair Coloring"
Specialists: Sarah (senior stylist), Mike (junior stylist)

Correct Setup:

Sarah → Assigned to "Main Office" → Assigned to "Haircut" + "Hair Coloring"
Mike → Assigned to "Main Office" → Assigned to "Haircut" only

Result:

Client booking "Haircut" → Can choose Sarah or Mike
Client booking "Hair Coloring" → Can only choose Sarah
Client booking "Haircut" + "Hair Coloring" → Can only choose Sarah (must provide both services)

Managing Locations

Currently, Reserve Labs supports one location per business. This location is where your services are provided and where clients will book appointments.

Location Fields

In the Profile tab, under the Locations section, you can configure:

Business Location (Address)
The full street address where services are provided. This appears in booking confirmations and helps clients find you.
Location Alias
A friendly name for your location (e.g., "Main Office", "Downtown Studio").
Location Notes
Additional details for clients (parking info, entrance instructions, etc.).
Hide address from clients (Checkbox)
Check this if you provide virtual services or mobile/on-site services and don't want to display a physical address to clients.

For virtual or mobile services: We don't have a specific "virtual location" field, but you can describe this in your service descriptions. For mobile services, use custom fields to collect the client's address, and check "Hide address from clients" to avoid showing your business address.

Managing Specialists

Specialists are team members or service providers who perform appointments. Each specialist can have their own schedule, services, and locations.

Adding a Specialist

Go to the Specialists tab
Click "Add New Specialist" button
Fill in the form fields:
- Name (required) - Text field for first name
- Last Name (required) - Text field
- Email - Email field (optional)
- Title - Text field for role/position (e.g., "Licensed Massage Therapist")
- Description - Multiline text field for bio/expertise
- Phone Number - Phone input with country code selector
Click "Save"

Solo Practitioner? You still need to create at least one specialist entry (yourself). This allows the system to track appointments properly.

Editing & Deactivating Specialists

To update a specialist's information, click on their name and make changes. To temporarily hide a specialist from booking:

Click on the specialist
Toggle "Active" OFF
Save changes

Deactivated specialists won't appear on the booking page, but existing appointments remain intact.

Mapping Services to Specialists

Define which specialists provide which services and at which locations. This controls what clients can book.

Assigning Services

There are two ways to map services to specialists:

Method 1: From Specialist Page

Go to the Specialists tab
Click on a specialist
In the "Services" section, check which services they provide
Save changes

Method 2: From Service Page

Go to the Services tab
Click on a service
In the "Specialists" section, check who can provide this service
Save changes

Location Assignments

Each specialist can work at multiple locations, and each service can be offered at multiple locations. The booking system shows only valid combinations.

Example Configuration:

• Dr. Smith: Works at "Main Office" and "Downtown Clinic"
• Dr. Jones: Works at "Downtown Clinic" only
• Service "Physical Exam": Available at both locations
• Result: Clients can book Dr. Smith at either location, but Dr. Jones only at Downtown

Assigning Locations to Specialists

Each specialist must be assigned to at least one location for clients to see their services at that location.

How to Assign Locations

Go to the Specialists tab
Find the specialist card
Click "Assign Locations" (or location icon)
Check the locations where this specialist works
Click "Save"

Critical: If a specialist is not assigned to a location, clients at that location won't be able to book any of their services, even if services are assigned to the specialist.

Why This Mapping Matters

The location assignment determines:

✅ What clients see

When a client visits a booking page tied to Location A, they only see services from specialists assigned to Location A.

❌ What gets filtered out

If a specialist is assigned to a service but NOT to the client's location, that service won't appear as bookable for that location.