Back to Team Booking Guides

This guide applies to:

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

Introduction

In this guide, we’re going to cover what the booking process looks like when Team Members are involved. And how viewing team bookings look like to Admins and Team Members.

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


Booking Team Members

Bookings are either:

  • Randomly assigned to Any single team member associated with the specific appointment type.
  • Or, assigned to All of the team members associated to that specific appointment type.

On the booking calendar itself, we don’t see any sign of who will be assigned the appointment. The customer nor the admin have a choice in who gets the appointment (yet!).

So, the booking calendar continues to work as before.

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

Viewing Team Bookings and Settings

There are two potential ways to view Team Member bookings. This will be different for admins and team members with the ‘Team Member’ role in WordPress.

Admin UserTeam Member User
View all the Team Member’ (and non-team) appointments Only view their assigned appointments
Edit Appointment Type SettingsCannot edit Appointment Type Settings
Manage all the Blackout DatesOnly manage their own Blackout Dates
Add, Delete, Edit Team Members and their permissions or custom availabilityOnly edit their own settings with admin permission
Access to all SSA Settings (MailChimp, Payments, Notifications, etc.)No access to SSA settings
Allow Team Members to connect their Google CalendarConnect to Google Calendar with Admin permission.

Admin User Viewing Team Bookings

For an admin, they’ll be able to see which appointments are assigned to team members using the new Team Member Filter option in the Appointments tab.

Notice how each appointment listing has a team member associated with it. For example, “Phone Consultation Call with Foxy“.

Team Member filter option in Appointments List

Team Member User Plugin Access

The Team Member role is a special role we’ve created so that you can give WordPress users permission to see their appointments and customize their settings.

The Team Member role can be given to existing users or added to new users your create.

Adding the Team Member role

To add the Team Member role to existing users, go to Users > Click on a user > Under the Roles section check the Team Member box.

Adding the Team Member role for a user in the WordPress User editor

Logging In as a Team Member

By default, the Team Member role only has access to the SSA Appointments page. Though, the permissions for the role are customizable using the Members plugin.

Remember, only Team Members registered as WordPress users can log in. The login screen will be the same one the admins use to login to manage the site. Usually, this page looks like this:

https://yoursite.com/wp-admin

Team Members who aren’t registered as WordPress users cannot log in and will need to be fully managed by the admin.


Team Member SSA Dashboard

By default, the only two tabs that a Team Member has access to is

  1. Profile page to manage their settings (if permitted by admin)
  2. Appointments assigned to them
The Team Member user role will only have access to the Appointments page from the WordPress Dashboard.

Within the SSA Appointments page they will also have a limited view of the tabs.

The Team Member user view of the SSA Dashboard

Appointments Tab

Under the appointments tab, the team member will only be able to see the bookings assigned to them. The have all the regular functions and features that an admin does to filter and view their bookings.

My Profile Tab

Under the My Profile tab, you’ll see different tabs and settings depending on what permissions the admin has granted this user.

Contact

This is where the team member can see which Display Name, Email, and Phone number is being associated with their SSA account.

They have an Edit User Profile button that takes them to the WordPress profile page.

Availability

From here the team member can see:

  • Appointment Types: What appointment types they’ve been assigned
  • Blackout Dates: A ‘View and Edit Blackout Dates’ button that takes them to a page where they can make changes.
  • Working Hours: The option to change between default and custom working hours and the ability to edit custom hours.
  • Google Calendar Sync: Here the team member can sync their personal Google Account to SSA. Choose which calendars to check for conflicts.

Web Meetings

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 not compatible with Google Meet and Zoom integrations at the moment.

Learn more about this feature in our Web Meetings guide.

Selecting which Google Calendars to select for conflicts in the Team member View

Still stuck?

File a support ticket with our five-star support team to get more help.

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