Studios, stations and team

A studio books time on things, not just people. Each station, guest chair or shared piece of equipment is recorded with a code, a name, a contact, the studio address, an active marker and an eligibility note that says what it may be booked for, such as “large-scale work, adjustable bed” or “guest artist chair, weekends only”. Coordinators read the note before holding a station for a session.

Studios are organizations, each with its own time zone and currency, so a studio group keeps each location separate. Team members link a signed-in user to one studio with a role name: artist, coordinator, supervisor or administrator. The same artist working at two locations has a membership at each.

• Stations as bookable resources. Each station or chair has its own record and eligibility, so holds are placed on the right one.
• Studio scope. Team members work only on their own studio’s appointments and stations.
• Active markers. Retired stations and departed staff stay on record for past appointments but are not used for new ones.

Agree station codes that match what staff call them, such as ST-1 to ST-5 and GUEST-1. Write eligibility notes in plain terms: size of work, equipment, days available. Agree the role names for team members and who may add or retire a station; the Studio Manager owns this in the standard setup. Agree how a guest artist is set up and for how long.

A studio adds a guest chair for a visiting artist in July. The Studio Manager records GUEST-1 with the note “guest artist, July 8 to 21, fine-line work” and adds the visiting artist as a team member. The coordinator books the guest’s sessions on GUEST-1, and holds outside those dates are not offered on that chair.

When the guest leaves, the manager marks GUEST-1 inactive and the guest’s membership inactive. Their July appointments, consent packets and aftercare files stay readable. The next guest gets a new note and a new membership on the same chair.

Rehearse this during setup: add a station, book it, retire it, and check that past appointments still show it while new holds do not use it.

• Station Register — Stations, chairs and equipment with eligibility note and active marker.
• Reserved Stations — Station time held for each appointment, with setup and cleanup minutes.

• Request to station hold: Hold an eligible station for an appointment.

Review the data model before loading stations.