Scheduling Multi-Staff Appointments

The Multi-Staff Appointments feature allows multiple staff members to work on different services within the same appointment. From the appointment modal, you can assign a specific staff member to each service or add-on. Clients booking online will also have the option to choose different staff members for each service. In this article, we’ll show you how to enable the feature and how to schedule multi-staff appointments on the calendar.

Things to know:

• The ability to schedule multi-staff appointments is controlled by the "Accessing Appointments" access control permission and the "Multi-Staff Appointments" company setting. 
• Once the company setting is enabled, it cannot be disabled.
• For multi-staff appointments, you’ll see each service in the appointment shown under the appropriate staff member’s column but with an icon indicating that it’s part of a larger appointment.
• Canceling a multi-staff appointment will cancel all services associated with it.
• For accounts with the "Multi-Staff Appointments" setting enabled, the ability to configure custom prices and durations is unavailable on the appointment modal.
• All staff members assigned to a multi-staff appointment will receive a notification when an appointment is scheduled in-store, as long as their profiles are set up to send appointment booking notifications via email, text, or both
• Default Start Time for New Appointments: When you click the + New Appointment button, the appointment's start time will automatically default to the next available time slot based on your account’s time picker interval. Example: If you create an appointment at 6:10 PM and your time picker is set to 15-minute intervals, the default start time will be 6:15 PM.
• By default, appointments are prefilled with information from previously scheduled appointments. However, the option to disable this automatic prefilling is controlled by a hidden setting that can only be configured by the MyTime team. To enable this setting, please contact support at support@mytime.com.
• A ticket is created only when you click the "Create Ticket" button in the appointment modal or check out the appointment through the POS.
• Multi-Staff Appointments differ from Multi-Staff Services:
  • Multi-Staff Appointments coordinate different services within one appointment, each handled by a different staff member.
  • Multi-Staff Services involve multiple staff members working together on a single service (e.g., a couples massage).
  • Canceling a Multi-Staff Appointment will cancel all associated services.
  • Clients who book multi-staff appointments—whether for themselves, family members, or pets—will receive a notification listing all services booked: 
    • Booked in-store: The Booked by Business notification is sent.
    • Booked online: The Booked by Client notification is sent.

Contents:

• Enable Multi-Staff Appointments
• Scheduling Multi-Staff Appointments

Enable Multi-Staff Appointments

1. Go to Business Setup > Settings
2. In the Calendar section, locate the Multi-Staff Appointments setting
3. Toggle the setting to "Yes"                                                                                                                
4. Click Save.

Scheduling Multi-Staff Appointments

1. Navigate to your schedule
2. Click on an open time slot of a service provider OR select the + New Appointment button from the sidebar 
3. The appointment modal will open                                                                                                                                          
4. Here you can fill in the necessary details for the appointment
   • Client: You can search for an existing client using the search field or add a new client using the icon on the right-hand side.
   • Family Member/Pet: For family member or pet businesses, select the family member or pet for the appointment where necessary
   • Appointment Date and time
   • Service
   • Staff                         
5. Next, select the +Service icon to add an additional service                                                                                           
6. The option will appear where you can select another staff member and service 

7. The first service's end time will be the second service's start time. The start time for the second service cannot be adjusted unless it is unlocked.                                                                                                                                                           

8. Once you are satisfied, save your changes 

What Happens After Scheduling a Multi-Staff Appointment: 

• Each service appears under the assigned staff member’s name on the calendar
• A multi-staff icon is displayed on the appointment tile for easy identification
  
• Hovering over the appointment reveals all services and their individual start times
  

Related Articles:

• Moving Multi-staff Services/Appointments Independently
• Booking Multi-Staff Appointments Online
• Checking Out Multi-Staff Appointments in POS
• Automatically Split Tips for Multi-Staff Appointments