Back to Team Booking Guides

This guide applies to:

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

Introduction

This guide will cover setting up the Team Booking feature in SSA.

The Team Members feature will allow you to:

  • Automatically assign new bookings to your team members
  • Notify team members when they receive a new booking
  • Allow your Team Members to view their assigned bookings and manage their schedule

How the Team Booking Feature Works

With the team member feature enabled and set up, SSA will now be able to assign new bookings to your team.

You can choose which appointment types require team assignments. Not all your appointment types need to be tied with the team member feature.

See our guide on Booking Team Members to get a better idea of the booking process with the Team feature enabled.

Custom Schedules

As an admin, you can choose to set the availability in two ways.

Each Appointment Type could either accept team bookings based on the Appointment Type availability settings themselves. For example, the booking calendar is set from 9 AM – 3 PM so the Team members will also be available to accept bookings during this time.

Or, you could allow each teammate to set a custom schedule and accept team bookings based on all the schedules’ overlap.

Blackout Dates

If you also have the Blackout Dates feature enabled, you could set individual Blackout Dates for each teammate and business-wide dates.

You can use this to ensure any given teammate does not get a booking assigned to them on their days off. Or, make sure your whole team doesn’t get bookings for holidays off.

Team Google Calendar Sync

The admin can choose to allow the team members sync their Google Calendar, this will then make SSA check each member’s Google Calendar for conflicts.


Setup Team Booking

The following steps will link you to our other guides that give a better explanation and advice on how to set up the Team Booking feature.

  1. Enable Team Member feature
  2. Add team members
  3. (Optional) Set custom working hours and blackout dates for team members
  4. (Optional) Give teammates permission to adjust their schedules, sync to Google Calendar, and set blackout dates
  5. Assign teammates to Appointment Types
  6. Configure Team notifications

Enable Team Member Feature

Go to SSA Settings > scroll down to the bottom until you see the Team Card > Toggle the Card On.

Toggling on the Team Card

Add Team Members

After toggling the Team Card on, you can click on the card or use the Edit button to open the Team settings.

Here you’ll be able to:

  • Add new Team Members
  • Edit existing Team Members
  • Set inactive Team Members, and
  • Delete Inactive Team Members

Set Custom Working Hours and Blackout Dates as Admin (Optional)

After creating your Teammates’ profiles on SSA, you can either leave the default availability from the appointment types or create custom schedules.

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

Please see our other guide on Editing Team Members to learn more about these settings.


Give Teammates Personal Schedule Editing Permissions (Optional)

You could also choose to give your teammates the ability to edit their own custom schedules, sync to Google Calendar, and blackout dates.

We built out a dedicated ‘Team Member’ User role to allow teammates to only have permission to access their own booked appointments and schedule information and settings.

Learn more about the Team Member User role and how to let your teammates login to see their appointments.


Assign Teammates to Appointment Types

Next, you must make sure you tie the teammates to the Appointment Types. This will allow that teammate to receive new bookings for this booking calendar.

Go to Appointment Types > choose the Appointment Type that requires teammates > Open the new Team Members tab.

Opening the Team Member tab in the Appointment Type settings

You’ll see two options:

  • Any: Assign new bookings to one of the selected team members.
  • All: Assign new bookings to all the selected team members.
  • None: No team members are needed for this appointment type.

By default, the appointment types are set to None; you must edit each appointment type you’d like to assign teammates to.

You can choose which teammates can accept bookings for that Appointment Type.

Selecting teammates that can accept this type of appointment in the Appointment Type settings
Selecting teammates that can accept this type of appointment

Capacity for Team Bookings (Optional)

When using Team Members with your Appointment Types, if your Appointment Type Capacity setting is set to Individual, the Appointment Type will automatically have a Capacity equal to the number of Team Members selected.

By default, this means 1 booking per Team Member per time slot.

For example, if I have 2 Team Members selected, my Capacity will be set to 2, and 2 people will be able to book the same time slot.

Individual Capacity setting for Appointment Types with Teams enabled
The Individual Capacity setting for Appointment Types with Teams enabled

If Capacity is set to Group, Team Members can get multiple bookings per member.

For example, if I have 2 Team Members and I would like each member to receive 5 bookings at a time, I would set the Group Capacity to 5.

The capacity setting for Group events
The capacity setting for Group events

Turn on Independent Availability for Appointment Types (Optional)

By default, the plugin is built to be operated by a single Admin – this means all of the Appointment Types are dependent on each other to prevent double bookings for the single operator. For example, if a single business owner takes all of the bookings, we wouldn’t want them to have multiple bookings between their services.

Infographic depicting how dependent Appointment Types work with the Team Booking feature.

But now that you’re introducing the Team booking feature, this allows you to set the dependencies between the Appointment Types via team members instead of using the default functionality. With this in mind, you can turn off the default functionality and run the booking system with Independent Availability for Appointment Types.

Learn how to turn on the Independent Availability for Appointment Types setting.

Infographic depicting optional independent appointment types after the user setup team booking.

This way, you’ll be able to allow bookings between Team Member A in one service calendar and Team Member B in another service calendar to run simultaneously. Or, if an Appointment Type doesn’t require a team member to run, then that calendar can have simultaneous bookings with another calendar that does require team members.

If you have +2 Appointment Types that don’t require real Team Members, make sure you’re okay with having bookings between them simultaneously. If you’re not okay with this, create a dummy team member profile to create the dependency between the two.

And, with this on, remember the Team Booking feature will handle the dependencies. So if Team Member A is booked in one service calendar, they’ll be blocked off during that appointment time in any other service calendar they’re assigned to.

Infographic depicting Independent Appointment Types with team conflict.

Configure Team Notifications

Lastly, you’ll need to update your notifications so that your teammates can receive emails or texts for booking reminders.

We’ve added a couple more Twig Code Templates so that you can add Team Name and Emails to the notifications:

  • {{team_member_email}}
  • {{team_member_name}}

Please see our guide on Team Notifications to learn more about how you can customize your teammates’ notifications.


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