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Setup Team Member Profile

Every appointment is booked with a team member, so clients only see times when someone who offers that service is working. A team member's profile holds the services they offer, the colours used for them on the calendar, their weekly working hours and any one-off changes such as a day off. Set this up before you open online booking.

Available withBookingsIncluded in the Complete plan.Plans and modules
Prerequisites
  • You are the account Owner or an Administrator.
  • You have created your services, or will come back to link them. See Setup Services.

Add a team member​

  1. Go to Settings > Team Members.
  2. Click + Add Team Member.
  3. Fill in First Name, Last Name, E-Mail, Country Code and Mobile No.
  4. Choose a User Access Role and the Workspaces this person works in.
  5. Leave Internal Staff/Not Available for Appointments off for anyone clients can book. Turn it on for people such as front desk staff who never take appointments.
  6. Optional: turn on No Application Access for someone who should be bookable but never log in. Use the Granular Access options to hide modules, for example No Finance Module Access.
  7. Click Save. The INVITATION STATUS column shows Invited until they accept, and Resend Invite sends the invitation again.
Team Members list with Active Staff and Inactive Staff tabs, each row showing the team member, workspaces, invitation status, status toggle and actions

Choose services and calendar colours​

  1. In the team member's row, open ACTIONS > Edit Profile.
  2. Open the Role & Availability tab.
  3. In Staff Role, pick the Locations and Services this person offers.
  4. Optional: set Calendar background color and Calendar text color so their appointments are easy to spot on the calendar.
  5. Click Save in that card.

The Profile tab holds the details clients may see: photo, Language Proficiency, Contact Information, Biography and Qualification.

Set weekly working hours​

  1. In the team member's row, open ACTIONS > Edit Availability. This opens Role & Availability.
  2. In Staff Availability, switch on each working day. Days that are off show Not working.
  3. Set the start and end time. Click Add hours to add a second range on the same day, for example after a lunch break.
  4. For a night shift, set an end time earlier than the start time, for example 10:00 PM to 06:00 AM: the row says it ends the next day. For a full-day shift, tick Available 24 hours.
  5. To reuse a day's hours, click the copy icon, choose the days in Copy times to... and click Apply.
  6. Optional: click Limit services on a day to offer only some services that weekday. Leave it empty to offer every service.
  7. Click Save.

A day whose hours overlap the previous night's shift is flagged "Overlaps the previous day's hours that run past midnight".

Staff Availability card with Monday to Friday switched on, 9:00 AM to 5:00 PM hours and a Limit services button on each working day

Change hours for specific dates​

Use Date Overrides for a team member's day off, extra shifts or a day with different hours. Overrides replace the weekly hours on the dates you pick. For days the whole location is closed, such as public holidays, add a holiday in Business hours instead: see Business Hours and Holidays.

  1. On Role & Availability, scroll to Date Overrides.
  2. Click the days on the calendar. Shift-click selects a range, and clicking a weekday letter selects that weekday for the whole month. Shortcuts: Entire month, Weekdays, Weekends, Clear.
  3. In the side panel, either turn on Unavailable all day or set the hours with Add hours (overnight hours and Available 24 hours work here too).
  4. Optional: Limit services for those days, and add a Note.
  5. Click Apply to {n} day(s).

Days off show an Off badge. To undo, select the days and click Clear overrides on selected, or click Apply staff's weekly hours.

note

Blocked time always takes priority. If a date has both an override and blocked time, the blocked hours are removed from the override hours. To block time, use Add New > Block time on the calendar; see Manage the Appointments Calendar.

Calendar integrations​

The Calendar Integrations tab of the profile has:

  • Google Meet: each team member connects their own Google account with Connect Google Meet. A Meet link is then created for every virtual appointment with them. The card shows Connected or Not Connected.
  • Calendar Feed: Get calendar feed gives a URL to add this person's appointments to Google Calendar, Outlook or iPhone. See Sync with External Calendars.

On Team Members, click Get Booking Link, pick the Staff and click Generate Link. Clients who open it see only that person's services.

Tips​

  • Only active team members who are available for appointments appear on booking pages. Set their display order in Appointment Settings.
  • If a client sees no times, check that the team member offers the service, has hours that day, and has no override, blocked time or closed location holiday.
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