Multiple Team Members Per Booking

You can link as many team members as you like to a single service. This is how you set up scenarios like "book any available stylist" or "book with Sarah specifically." The app shows customers only the time slots where at least one assigned team member is free — preventing double bookings automatically.

Linking multiple team members to a service

Each team member must already have an availability record before you can add them to a service. If you haven't created availabilities yet, see Setting up calendar, email, and links for team members.

To add team members to a service:

1. Go to Easy Appointment Booking and open the service you want to update.
2. Click the Availability tab.
3. Under Availability for this event, click Add Existing Availability.
4. Select the team member from the list and click Add.
5. Repeat for each additional team member.

Once you've added more than one team member, a banner appears showing the total capacity: if your service allows 2 attendees per slot and you have 3 team members, that's up to 6 attendees bookable per time slot.

How the app handles availability

When a service has multiple team members assigned, the booking widget works as follows:

• A time slot is shown only when at least one team member is free at that time.
• If a team member already has a booking for a slot, they're excluded from that slot — but the slot still appears to customers if any other assigned team member is available.
• If all team members are booked for a given time, that slot disappears from the calendar.

This means you never have to manually block out times. The app keeps the calendar accurate in real time as bookings come in.

Choosing how bookings are assigned: customer selects vs. automatic

Once you have multiple team members on a service, you can decide how the assignment works. Go to the Availability tab of your service and look for the Availability Options card.

Let the customer choose one The booking widget shows each available team member by name. The customer picks who they want to book with. Use this when your customers have a preference — for example, returning clients who always book with the same therapist or instructor.

Automatically pick an available one The app silently assigns the booking to whichever team member is free at the chosen time. The customer doesn't see names — they just see time slots. Use this for "book any available" scenarios, like a hair salon where any stylist can handle a haircut.

Click Update after changing this setting.

Manually assigning a specific team member from the admin

If a booking came in without the right team member assigned, or you need to reassign it, you can update this from the Bookings page:

1. Go to Easy Appointment Booking → Bookings and open the booking.
2. Click Edit Booking.
3. Under Booked With, select the team member you want to assign.
4. Click Save.

How notifications work with multiple team members

When a booking is confirmed, the notification goes to the customer. Whether the assigned team member also receives a copy depends on your notification settings:

• If CC Availability Email is enabled (under Settings → Notifications), the team member assigned to the booking is automatically CC'd on every confirmation email.
• If the booking is reassigned to a different team member later, future notifications go to the newly assigned person.
• Only the team member actually assigned to the booking receives the CC — not every team member linked to the service.

To turn on staff CC emails:

1. Go to Settings in Easy Appointment Booking.
2. Under Notifications, enable CC Availability Email.
3. Click Save.

Common use cases

"Book any available stylist" Create an availability for each stylist. Add all of them to your haircut service. Set Availability Options to "Automatically pick an available one." Customers see time slots only — the app assigns whoever is free.

"Book with Sarah specifically" Create availabilities for all your team members and add them to the service. Set Availability Options to "Let the customer choose one." Customers can pick Sarah (or anyone else) by name during booking.

Mixed approach You can have some services in "customer chooses" mode and others in "automatically assign" mode. Each service has its own setting.

Next steps

• Setting up calendar, email, and links for team members — configure individual schedules, notification emails, and calendar sync
• Team Portal overview — give each team member their own login to view and manage their bookings
• Creating a booking from the admin — manually create or reassign bookings on behalf of customers