Each availability in Easy Appointment Booking represents a single team member (or a room, chair, or resource). You can give each one its own schedule, a dedicated email address for booking notifications, a personal booking link, and a connected calendar. This lets you run a team of stylists, therapists, or instructors — each with their own hours and inbox — from a single Shopify store.
Creating a separate schedule for each team member
Every team member needs their own availability record. If you haven't created one yet:
- Go to Easy Appointment Booking → Availability.
- Click Add Availability.
- Enter the team member's First Name, Last Name, and Email.
- Set their weekly schedule under Weekly schedule — toggle each day on or off and set the start and end times.
- Click Save.
Repeat this for each team member. You'll see all of them listed on the Availability page.
You can also add specific-date overrides for a team member — for example, if someone is available on a Saturday that's normally off. Open their availability, scroll to Specific Day(s) Schedule, and add the date and hours.
Setting a team member's notification email
The Email field on each availability record is what the app uses to CC that team member on booking confirmation emails. When a customer books and the team member is assigned to that booking, they'll receive a copy of the confirmation.
To set or update a team member's email:
- Go to Availability and click Set Schedule next to their name.
- Under Details, update the Email field.
- Click Save.
To actually send those CC emails, you also need to turn on the setting in the app:
- Go to Settings in the Easy Appointment Booking dashboard.
- Under Notifications, enable CC Availability Email.
- Click Save.
When this is on, every booking confirmation email sent to a customer will also be CC'd to the team member assigned to that booking.
You can also use the {{availability_email}} and {{availability_name}} merge tags in your custom email templates to display the team member's contact info directly inside the email body.
Connecting a Google Calendar or Outlook calendar
You can sync each team member's availability with their personal Google Calendar or Outlook calendar. When connected:
- New bookings are automatically added as events to their calendar.
- Time blocked as busy on their calendar blocks out those slots in your booking widget.
Google Calendar (Pro plan and above)
- First, connect your store's Google Calendar under Settings → Google Calendar.
- Open the team member's availability (Availability → Set Schedule).
- Scroll to Calendar Sync Settings → Google Calendar Sync.
- Select the team member's calendar from the dropdown.
- Click Save.
You can only link a Google Calendar that has write access. If a calendar appears greyed out in the dropdown, the connected Google account only has read access to it.
Outlook Calendar (Pro Plus plan and above)
- First, connect Outlook under Settings → Outlook Calendar.
- Open the team member's availability.
- Scroll to Calendar Sync Settings → Outlook Calendar Sync.
- Select the calendar from the dropdown.
- Click Save.
Each team member can be connected to a different calendar. One team member can sync to Google, another to Outlook.
Adding a personal booking link
The Contact Link field lets you store a personal URL for each team member — for example, their Zoom room, personal booking page, or contact form. This link is available as the {{availability_contact_link}} merge tag in email templates, so you can include it in booking confirmations.
To add a link:
- Open the team member's availability.
- Under Details, paste the URL into the Contact Link field.
- Click Save.
This is useful if you want customers to know how to reach their specific team member after booking — for example, including a link to join a video call or visit a team member's profile page.
How customers choose which team member to book with
When an availability is assigned to a service, customers see it on the booking widget. You control whether they can choose a specific person or whether the app picks one automatically.
- Customer chooses — If your service has multiple availabilities assigned and the setting is set to "Let the customer choose one," customers see a list and select who they want to book with.
- Automatically assigned — If the setting is "Automatically pick an available one," the app assigns the booking to whichever team member has an open slot at the chosen time.
You can change this setting from the Availability tab on any service. See Multiple team members per booking for full details.
Next steps
- Multiple team members per booking — assign more than one staff member to a service and control how bookings are routed
- Team Portal overview — give staff their own login to manage bookings without Shopify Admin access
- Google Calendar sync — connect your store's Google account before linking individual calendars