Mastering Your Schedule: How to Assign Team Members and Set Calendar Availability
Properly configuring your calendar ensures your team is booked efficiently across all services without any double bookings. This guide walks you through the two essential steps: assigning a team member to a calendar and setting their general user availability.
Step 1: Assign a Team Member to a Specific Calendar
Every calendar in your CRM (e.g., Consultation, Treatment, Follow-up) must be linked to a team member so the system knows who to book.
Go to Calendar Settings.
Find the calendar you want to edit and click Edit Calendar.
Scroll down to the Team Member section and select the appropriate user (or yourself).
Once a team member is assigned, the calendar will use their individual availability as a starting point for booking appointments.
Step 2: Set General User Availability
This step is critical for preventing double bookings across different service calendars. The general availability you set here will be applied globally, meaning if you are booked for a consultation, that time will automatically be unavailable on your treatment calendar, and vice versa.
Navigate to My Profile on the left-hand panel of your dashboard.
Select your correct Time Zone.
Set your general working days and hours (e.g., Monday through Friday). Crucially, these hours must match or be wider than the hours set on your specific calendars. For example, if your Consultation Calendar is set for 10 a.m. to 6 p.m., your general user availability must also be 10 a.m. to 6 p.m. (or longer) for the slots to appear online.
Click Update Availability.
By completing both steps, you ensure that your team's online calendars accurately reflect their working hours, preventing scheduling conflicts and providing a smooth booking experience for your leads.