In this document:
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.
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 User | Team Member User |
|---|---|
| View all the Team Member’ (and non-team) appointments | Only view their assigned appointments |
| Edit Appointment Type Settings | Cannot edit Appointment Type Settings |
| Manage all the Blackout Dates | Only manage their own Blackout Dates |
| Add, Delete, Edit Team Members and their permissions or custom availability | Only 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 Calendar | Connect 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 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 you 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.
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 log in 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
- Profile page to manage their settings (if permitted by admin)
- Appointments assigned to them
Within the SSA Appointments page, they will also have a limited view of the tabs.
Appointments Tab
Under the appointments tab, the team member will only be able to see the bookings assigned to them. They have all the regular functions and features that an admin does to filter and view their bookings. As well as the ability to + Book an Appointment.
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, Webex, and Zoom integrations at the moment.
Learn more about this feature in our Web Meetings guide.
Embed the SSA Dashboard on a Team Profile Page
If your staff uses a dedicated profile page to manage their settings, you can also embed the SSA dashboard on their profile page for easy appointment and availability management.
Learn more about how to display the SSA Team dashboard on a page or post.