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Editing Team Members

This guide applies to:

  • Basic Edition
  • Plus Edition
  • Pro Edition
  • Business Edition

Introduction

In this guide, we’re going to show you how to edit team member profiles and set custom working hours.

Use this guide to:

  • Add, Delete or Restore team members
  • Search Team Members
  • Edit their profile information
  • Check what appointment types are tied to each team member

To learn more about how to fully set up the Team feature: Setup Team Booking.

Add, Delete or Restore Team Members

First, head over to the Team settings page under the SSA settings tab.

Team Member page depicting several team members already created.
Team page

Add a Team Member

Click on the +Add New Team Member button to add a team member. This should open a screen where you can enter their email address.

Adding Users:

  • Existing WordPress Users: If you enter the user’s email of an existing WordPress user on your site, their information will automatically transfer over to the following screen.
  • New Users: If you enter an email not yet associated with a WordPress user, you’ll need to fill in the rest of their information in the following screen.

Delete or Restore a Team Member

Team members can be in 1 of 3 states:

  • Active: Can receive new bookings
  • Inactive: Cannot accept new bookings, but their profile still exists, and an admin can restore it
  • Deleted: Cannot accept new bookings and their profile no longer exists

Inactive Team Members

SSA does not assign new bookings to inactive users. This is useful if there’s ever a situation where the teammate needs to step out of the system for a while without completely deleting their profile in SSA.

Use the cog on the right side of the Team View listings and the Make Inactive button.

Click Cog dropdown to use the Make inactive button in the Team member listing page
Click the Cog dropdown to use the Make inactive button

Delete Or Restore Team Member

To thoroughly delete a Team Member, you’ll first need to make them inactive using the cog button on the right side of the Team listing.

Next, go to the Team View dropdown and click on Team – inactive.

Changing the team view

And to permanently delete a Team Member profile, click the right side cog and use the dropdown to select the Delete option.

Or, use that same right-side cog dropdown to make the user active again.

Deleting the user or making them active

Searching Team Members

Use the Search button on the Team page to look for Team members based on the following:

  • Name
  • Email
  • Phone

The Search feature is not case-sensitive, but it considers spaces.

Searching team members

Edit Team Member Profiles

In the team member listing, click the one you’d like to edit or use the cog on the right-hand side to click the Edit button.

You’ll now see the Team Member profile screen, which includes their Contact and Availability information.

Contact Tab

  • Name: Team Member’s Name
  • Display name: Name the plugin will use for the team member, can match the Name field
  • Email: The email the plugin uses to send Team Member notifications and sync to Google Calendar (no sign-in required)
  • Phone: The Team Member Phone Number (if you have the plugin SMS feature enabled)
  • Can this user login and manage their own appointments?: Checkbox to instantly create a new WordPress user to associate with the Team profile.
Contact Tab for the Team Member Editor
Contact Tab for the Team Member Editor

Permissions Tab

(Only for connected WordPress Users) Give the Team Members permission to manage their own:

  • Blackout Dates
  • Working Hours
  • Google Calendar sync

These changes will reflect when the Team member logs in to the site to manage their settings.

Permissions Tab in the Team Editor
Permissions Tab in the Team Member Editor

Availability Tab

  • Appointment Types: Checklist of all the Appointment Types that this Team Member can take on (This only includes the Appointment Types that have the Team settings turned on.)
  • Blackout Dates: A direct link to the screen where you can edit this Team Member’s blackout dates.
  • Working Hours: Choose whether you want this team member to be available during the default working hours or set custom working hours.
  • Connect Google Calendar: The button allows team members to select Google Calendars for conflict checking.
Availability Tab in the Team Member Editor that displays the custom working hours option
Availability Tab in the Team Member Editor

Web Meetings Tab

This is where they can enter their Personal Meeting Room link; if you want the team members to be able to take 1-on-1 virtual meetings, you’ll need to use this field.

The Team booking feature is incompatible with Google Meet, Webex, and Zoom integrations.

Learn more about this feature in our Web Meetings guide.

Web Meetings Tab in the Team Editor
Web Meetings Tab in the Team Member Editor

Custom Working Hours

When a team member has Custom Working Hours selected, it will change the booking calendar’s availability.

A custom schedule would only allow bookings when the teammate AND appointment type are available. It makes only the overlapping time slots appear on the booking calendar.

Overlapping Custom Working Hours Example

For example, if you have an appointment type with availability from 1 PM to 5 PM, and your teammate has availability from 3 PM to 7 PM.

The booking calendars’ actual availability will only show time slots between 3 PM to 5 PM.

Showing the overlap between the Appointment Types Hours and the Team member Hours and the Availability that the Booking Calendar will have, and how the custom working hours works.

Now, the overlapping functionality still applies if you introduce another Teammate with custom working hours between 12 PM and 1 PM.

The availability changes from 1 PM – 2 PM to 3 PM – 5 PM.

Showing the overlap between the Appointment Types Hours and two Team member Hours and the Availability that the Booking Calendar will have, and how the custom working hours work.

Still stuck?

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