Choose who does each service, and give each person their own hours
Limit a service to the people who actually do it, from the service or from the person. Give anyone on your team their own working week, with a break if they take one. And add a photo to every card, so clients can see who they are booking.
Most teams are not interchangeable. Your colourist does colour, the newest stylist is not doing extensions yet, and one therapist works late on Thursdays. Your booking page should know that, so nobody is offered for a service they do not do, or at a time they are not in.
Choose who does a service
Open Services in your admin and tap a service to edit it. Depending on your type of business, your admin menu may call it something else, such as Treatments, Sessions or Classes. Just above the Available online switch is a new question, Who can do this service:
- Everyone on the team. Anyone who takes bookings, including people you add later. New services start here.
- Only the people I choose. Tick who does it, and clients booking online are only offered them.
Then tap Save changes. If you tick nobody, the form asks you to pick at least one person, or choose Everyone. Services that run at set times as a group, and add-ons, do not have this question. A group class is run by whoever is on each session, and an add-on is always booked with something else.
Or choose from the person
Open Team, tap the pencil on someone's card, and tick what they do under Services this person does. This is handy when someone joins or learns a new treatment.
Unticking a service that everyone does keeps it for the rest of the team. What the card will not do is leave a service with nobody who takes bookings. If a change would do that, the card names the service and asks you to choose who does it on the service first, or keep it ticked. Nothing on the card is saved until that is sorted.
Once a service has its own list, someone you add later is not on it until you tick it on their card or choose them on the service. A new person's card starts ticked on every service that everyone does.
See who does what at a glance
On the Services list, a service limited to some people has a label that starts with Only, followed by their names. If nobody left on its list can be booked, say because they were all removed from the team, it reads Nobody bookable instead. On the Team page, each card says All services or a count such as 3 of 8 services. Anyone on their own week has an Own hours badge.
Give each person their own hours
Open someone's card and there is now an Own hours switch next to Working hours. With it off, the person is booked in the business's opening hours on the days ticked, as before. Turn it on and the day ticks become a full week, the same editor you use for Opening hours in Settings.
The week starts as the business's opening hours on the days they already work, so you only change what is different. Each day has its own Open switch, start and finish, and Copy puts one day's hours onto other days. The days you switch on become their working days.
On those days, their hours replace the business's. They can start before you open, finish after you close, or work a day you are normally shut, and nobody else's times move. If you change your Opening hours later, their week stays as it is.
One break a day
Tap + Break on an open day to add one, shown as Closed between two times. If the business closes for lunch, their week starts with the same break, which you can move or remove just for them. Your booking page will not offer a time that runs into it. If a break does not make sense, the day says what is wrong and how to fix it, and the card will not save until you do. Switch Own hours off to put someone back on the business's hours.
Where their hours count
These all use their own hours:
- Your booking page. Their times start at their own start time and step by your Slot interval in Settings. With 30 minutes, a 9:15 start gives 9:15, 9:45 and so on.
- The last check when a client books, so a time inside their break is turned away.
- The times suggested when you or your team book a client in from the admin.
- Tools and AI assistants you connect to Bookatu.
Processing time, rooms and blocked time work inside their hours as they always have. One-off changes still come first. Drag the business's hours for one date in the calendar, apply it to just that day, and everyone is booked inside those hours on that date.
Put a face to every name
The card also has a Photo field. Tap Choose file or drag a photo in. The box asks for a square one, about 400 × 400, as a PNG, JPG or WEBP up to 5 MB. Large photos are resized for you. The photo saves with the rest of the card.
Clients see the photo in the team section of your home page, with each person's name, title and short bio. They see it again on your booking page when they choose who to book with. Anyone without a photo shows their initials on their calendar colour.
To hide the team section, switch off Team under What customers see in Settings, then tap Save visibility. If a photo you added before is not showing, add it again.
A client should only ever be offered someone who does the service, at a time that person is actually in.
Changing who does what, or someone's own hours, needs the Manage the business permission, which owners and admins have from the start. There is no need to set it all up at once. Start with whatever causes the most back and forth at the desk.
