Background: Setting up Google Calendar and Zoom to accommodate team members
Team Member Email Notifications
Each team member will be notified (confirmation and reminder emails) for an appointment booked with them. This is set on the Availability Tab > Edit Availability > Email Field
Team Member Google Calendar for schedules and managing bookings
Bookings can be written to a team member’s Google calendar.
Have each team member create their own Google calendars and share them with your email address (https://support.google.com/calendar/answer/37082?hl=en)
Link those individual team member calendars to the respective calendars available. It will appear in the availability dropdown
Once a team member adds their calendar here, any personal appointments will remove them from the available timeslots for a customer. See more here.
Want your team members to have their login to access their bookings and manage their schedule? See here for more: 🤝Let staff manage bookings outside of the app (Team Portal / Staff Schedule)
Team Member Zoom & Contact Links
Each booking can have a contact or Zoom link populated in the email that is specific to that team member. On the Settings Tab > Notifications you will see all of the emails. In the confirmation and reminder email, add {{availability_contact_link}} in the spot you’d like. If you are replacing the event zoom link with the availability zoom link, replace {{meeting_link}} with {{availability_contact_link}}
Team Member Name in the Email
To add the availability name to the email (so your customers know who the booking is with) you can add this to your email directly with the tag {{availability_name}}. Click Save.
How does the team member get notified?
For a team member/availability to be notified of an upcoming booking, they will be sent an email based on the team member email on the availability. The email for each availability will be cc’ed in the confirmation email and responses from customers will be directly sent to the team member.
The store owner is always cc’ed. Their email is on the settings tab, below the email content.
Let’s use an example. You have three events and two availabilities. Your three events are run by Joe and Karen as set up below.
A customer books an appointment on Event 2 with Karen. This email will be sent to the customer, cc’ing Karen and the store owner. If the customer replies all to the email, Karen will receive the response directly and the store owner will be cc’ed.
Joe does not get notified unless the customer books directly with Joe. If you want customers to not directly select Joe or Karen and rather automatically select who is available, see here on how to do that.
Team Member Bookings
Go to Availability, hover over the team member, and click ‘View Bookings’ to see their bookings.
Team/Resource View
Scenario
Manage your bookings by team member, to know how busy your schedules are for taking bookings. It helps answer questions like:
“What timeslots are remaining for this schedule?”
“Is this team member fully booked for the day? What about next week?”
Solution
Go to bookings and click on “Team Member View”.
Select the dropdown for the event
Scroll to the right to find your other team members assigned to the event and their schedule
Click on any booking timeslot to see the details
Note: Looking ahead to the next week is available for Pro customers only.