Use the Staff Calendar

Staff Calendar is a daily staff-wise timeline. Current multi-service appointments are split into service-line blocks under the staff member assigned to each exact service.

Before you begin

Create active staff in the correct location, assign their exact services and add working hours. Appointments must have a staff assignment to appear in a staff column.

Permission required

Owners have access. Managers and staff need Staff Calendar access and permission for the selected location. Opening and saving the appointment editor also requires the relevant active subscription access.

Where to find it

Open Appointments → Staff Calendar.

Set the daily board

Choose the staff schedule to review

1. Use the previous-day button, Today or next-day button, or select a Date.
2. Choose the Location.
3. Select a Service when you want to see only staff eligible for and blocks assigned to that exact service.
4. In Staff Filter, use Select all, Clear selection, staff search or individual staff choices.
5. Close the filter drawer and review Daily Timeline Board.

Desktop places time down the left and one column per selected staff member. Scroll normally through the day; use horizontal scrolling only when the staff columns exceed the screen width. Mobile groups the same day into one card per selected staff member.

Read service-line blocks

Each current service-line block shows customer, exact service, start/end time, staff and appointment status. The amount on a line is that service line’s captured price; the popover also distinguishes a Service line from preserved older appointment records.

For example, a two-service appointment assigned to two people appears once in each person’s column at the line’s own time. It is still one appointment, so selecting either block opens the same Edit Appointment workflow.

Important information

The appointment’s lifecycle status—Pending, Confirmed, Completed, No Show or Cancelled—is shared across its service lines. The line’s own allocation state tells you whether staff scheduling succeeded; it is not a separate completion status.

Open or edit an appointment

Review the booking behind a staff block

1. Select the service-line block.
2. Review all services, not only the line you selected.
3. Change services, date, slot, line-level staff, notes or appointment status as required.
4. Resolve every unassigned or conflict line.
5. Save and return to Staff Calendar.

Staff Calendar does not provide drag movement. Use the editor for all changes.

What happens next

Saving the editor refreshes the staff board. Each updated service line returns to the column of its assigned staff member at its recalculated time.

Availability and working hours

The visible time grid follows the branch’s business hours for the selected day. Staff allocation checks the person’s working pattern and existing appointments before a booking is saved. A blank area in a staff column is not, by itself, proof that the person is available; check their working hours, breaks and approved leave before promising time.

How this differs from other views

• Appointment Manager is the business queue with phone/date/status/staff filters, details, billing context and status actions.
• Calendar is a day, 3-day or week branch grid that groups each appointment as one block.
• Staff Calendar is a single-day board that places each current service line under its assigned staff member.
• My Workspace → My Schedule is a personal weekly read-only view for a manager or staff user linked to a staff profile.

What staff can see in My Workspace

Eligible manager and staff users can use My Appointments for their own today, upcoming, completed and cancelled/no-show lists. My Schedule combines their own working pattern, appointments and approved leave by week. These views do not grant access to other staff columns or business-wide editing.

Troubleshooting

• If no staff appear, check the location, active staff records and staff selection.
• If selecting a service hides a person, assign that exact service to their profile.
• If a service line appears under the wrong person, open the appointment and correct that line’s staff assignment.
• If the day says Closed, configure branch hours for that weekday.
• If a booking is absent, clear the service filter and confirm its service line has a date, time and staff assignment.

Tip

Use staff colours and the block count for a quick workload scan, then open the appointment before making operational decisions from a compact block.

Related guides

• Assign Services to Staff
• Create Multi-service Appointments and Allocate Staff
• Use the Appointment Calendar
• Use My Workspace

Last reviewed: 12 July 2026