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Adding staff to Scheduling

When you add staff to Scheduling, ​they can schedule appointments, find upcoming assignments, receive automatic notifications, and more. This guide explains the process of adding staff, from getting them set up through customizing their integrations.

Create a calendar for each staff member

Create separate calendars for each of your staff members if:

  • You want clients to choose a specific staff member during booking
  • The number of clients you can handle at a time changes based on how many staff members are working

If neither of those statements applies to you, you can add staff members as contributors without also creating calendars for them.

To create a calendar for each staff member you must be on the Growing or Powerhouse plans.

What appears for clients when you create calendars for staff members

If you create calendars for each staff member (and don’t turn on settings to hide them), clients pick an appointment type, then are shown a list of all the calendars that offer that kind of appointment. When they click a calendar, they’re shown a list of available appointment slots.

Scheduling also creates direct links to each calendar. Your staff members can give their links to clients so the clients can always book their preferred staff member without having to choose a calendar.

Create a calendar for each staff member

To create calendars for staff members, follow the steps for adding a new calendar in the Availability panel.

As you do, keep in mind:

  • You might want to use the staff member’s name as the Calendar name.
  • To send staff members emails or text notifications about appointments, enter their email address or phone number in the Email/phone notifications field.
  • If you'd like staff to receive replies clients make to automatic notifications, add their email address to the Send replies to field.
  • After you click Save to create the calendar, you’ll be prompted to set availability for the new calendar. If you know the staff member’s hours, this is a good time to enter those hours.

If you create the new calendar before the staff member begins their employment, consider adding blocked off time to their calendar until their first day, so no clients can schedule appointments in that time period.

Tip: If several staff members share rooms or other limited resources, and that limit is what controls how many appointments should happen at one time, visit using Rooms/Resources to add those limits.

Add staff members as contributors

Contributors are users who can log into Scheduling or other areas of Squarespace, such as your website, but aren’t the account owner. Staff can log into Scheduling after they’ve been added as contributors.

Each contributor has an access level, which controls the settings, clients, and appointments they can find in Scheduling. To add staff as contributors, and to learn more about the details of each access level, visit Adding and managing Scheduling contributors.

Tip: Ensure you use the Assign & manage calendars panel to give staff members access to their calendar, if you’ve given them an access level lower than Scheduling administrator.

Sync with third-party calendars

Calendar syncing connects Scheduling calendars with third-party calendar apps such as Google Calendar, iCloud, and Microsoft Outlook. Scheduling sends appointments to your calendar app, and your calendar app sends its events to Scheduling, which can block off your calendar.

Staff sync their own calendars

If you'd like your staff members to set up calendar syncing and you’ve added your staff members as contributors with view-and-edit or administrator access, they can each set up their own calendar syncing. To learn more, visit Syncing appointments with third-party calendars.

Sync calendars for staff

If you added your staff members as contributors with view-only access, connect the staff members’ third-party calendars to one central third-party calendar, then sync directly to that central calendar.

For example, if each staff member had a Google calendar, they would all share their Google calendars with your Google calendar. Then you’d sync Scheduling with your Google calendar. After you created the sync, you’d be able to pair the staff members’ Scheduling calendars with the various connected Google calendars.

To learn more about syncing, visit Syncing appointments with third-party calendars.

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