Managing Staff Members for Services
Overview
Your CRM's staff management system allows you to configure which team members can be booked for services, control their availability schedules, and specify which services they provide. Proper staff configuration ensures that customers can only book appointments with available team members who are assigned to the relevant services.
Key Benefits
- Targeted Visibility: Staff members only appear in booking flows for services they're assigned to
- Centralized Scheduling: Manage all availability settings from one convenient location
- Flexible Time Management: Create multiple time slots per day to accommodate breaks and varying schedules
- Individual Pricing: Set service-specific pricing at the staff level when needed
- Appointment Control: Limit how many appointments each staff member can accept daily, weekly, or monthly
- Easy Updates: Modify staff details and availability settings at any time
Accessing the Staff Panel
To manage your staff members, navigate to Calendar > Calendar Settings > Services > Staff. From this panel, you can view all existing staff members with their contact information and roles, use search and sorting tools to find specific team members, add new staff profiles, manage existing ones, and share individual booking page links.
Adding a Staff Member
When creating a new staff profile, you'll need to provide several key details:
- Profile Picture: Upload an image that will represent the staff member on booking pages
- First and Last Name: Required fields that appear both internally and to customers
- Email Address: Required unique identifier used for login and notifications
- Phone Number: Optional contact information
- Timezone: Sets the timezone in which the staff member operates
- Custom URL: Generates a unique booking link for this specific team member
- Default Availability: Configures baseline working hours (such as 9:00 AM to 5:00 PM)
Understanding Default Availability
Default availability serves as the foundation for a staff member's schedule. When you assign a team member to a service, these baseline hours are automatically applied, making them immediately bookable. Without setting availability, services assigned to staff cannot be booked by customers.
For example, if you set a staff member's default availability to Monday through Friday from 9:00 AM to 5:00 PM, these hours will apply whenever they're assigned to a new service. You can later refine these hours for specific services or make adjustments for time off.
Editing Staff Members and Advanced Settings
Click the edit icon next to any staff member to modify their settings. The editing interface includes several tabs for comprehensive configuration:
Basic Details
Update the staff member's core profile information, including name, email, phone number, profile picture, timezone, custom booking URL, and default availability settings.
Assigning Services
In this tab, select which services the staff member will provide. You can also configure service-specific pricing if this team member charges different rates, and set appointment limits to control how many bookings they can accept within specific time periods. Note that assigning at least one service is required for the staff member to appear in booking flows.
Weekly Working Hours
Configure the staff member's regular recurring schedule by setting working days, adding multiple time slots per day, and assigning specific services and locations to these time periods. You can create breaks by setting separate work periods (for example, 9:00-11:00 and 12:00-5:00).
Date-Specific Hours
Override weekly hours for special occasions such as holidays, events, or unusual scheduling needs. Mark staff as available or unavailable for specific times and days, and define custom time blocks for particular dates. These overrides can be configured for specific services and locations, and non-consecutive dates are handled as separate entries.
Bulk Date-Specific Hours
When you need to apply the same hours across multiple dates (such as holiday hours), you can configure date-specific hours in bulk through the Date-Specific Hours tab.