Running a team

What a team is

On the Teams plan your business is one booking page with several hosts. Every session has one host; an event can have one host or several. The business captures the booking and the money; each member keeps their own time and their own sessions, and you decide what else they manage.

Inviting

Team → Invite a team member takes a name and an email. The person gets an email. A new email creates their own Schedulign account and dashboard; the invitation waits there as an amber count on their account menu and a card on their dashboard. An existing account sees the same, and can also accept from the email in one click. Until they accept, the Team tab shows Invitation pending and a Resend invitation button.

What each member manages

A new member starts with what you pick under Permissions on the invite form: Recommended (the default: cancel, mark completed and confirm the place of the sessions they are given, answer time requests, read the form answers and keep their own hours), one of your saved sets, or Nothing switched on. Their card lists every permission on its own line, in groups, with All and None for a group and a Save for your changes; the recommended rows carry a faint Recommended.

Saved sets. When you have a mix that suits a kind of member — say, a new host or an established contractor — choose Save as a set on their card and give it a name. Start from on any member's card copies Recommended or a saved set into their boxes (then Save). Sets are copies: renaming, changing or deleting a set under Saved permission sets on the Team tab leaves the members it was applied to as they are. You and your admins can keep up to 20 sets.

The groups:

• Their sessions — cancel their own sessions; mark them completed; mark them paid or unpaid (a note for your records, no card is charged); confirm or change a session's location; approve or decline time requests. Whatever is off, the business handles, and the member's page says so. Refunds and fees are yours and your admins'.
• Clients — see clients' contact details (email and phone, on their sessions and in their booking notices; a phone-call session always shows the number); separately, see clients' form answers; separately again, see the contact the client chose for the session (the number or email they asked to be reached on); and, on its own, see clients' intake forms — for the clients of their own sessions, with Send intake form on those sessions. Intake forms hold health information, so that row is never part of Recommended. Whatever is off stays with you. With contact details on, a client's reply to an email the member's own action sends reaches the member too.
• Hours with your team — set their own hours and days off with your team, from their page. Off, you set them under Settings → Scheduling → Team members' own hours.
• Bulletin board — post to the bulletin board, from their page, signed with their first name and the business; they can edit and remove their own posts. You and your admins always post and can remove any post (see The bulletin board).
• Events they host — every option of the event editor, listed under the editor's own section titles: the event name; session lengths, group sizes and prices; peak pricing; the location; weekly hours and the saved schedule; date-specific hours; how far ahead clients can book and the notice; bookings by request, with its by-request window; client perks; unlisted-time requests; the contact details; the description; buffers; booking limits; the link; the access code; start time increments; time zone display; the preferred event contact; the waiver; booking questions; how clients pay; offline payment methods; tips; cancellations and refunds; the fee schedule and the automatic refund when no fee applies; reminders; openings notifications; the waitlist. Each row opens exactly that control in their editor and nothing else; the rest reads as managed by you. These rows apply on the events they host alone.

You and your admins create every event and can always change everything in it. Whether an event is live, who hosts it and how Any available is assigned, every setting of an event with several hosts, and creating, duplicating or deleting events are yours and your admins', never a member's. Open an event a member hosts alone and the line under its name repeats what they may change; each section's summary names their part of it, so you know before the event is live.

Events with several hosts

An event can have several hosts: open it in Scheduling and pick Add a host… in its Hosts section. Clients see one event and choose a host by name, or Any available for whoever is free. Every host charges the event's prices, and each session has one host. Assignment decides who gets an Any available booking: Fewest sessions (the free host with the fewest sessions of this event booked in the last 30 days), List order (the first free host from the top; the arrows set the order, which is also the order clients see), Shares (a number per host, shown as a percentage) or At random. It picks when the time is booked, never before: under Any available no time names a host, and when two or more hosts are free at the time a client picks, the client may choose one of them or leave it on Any available. Clients can choose the host (on by default) turns that choice and the Host menu off, so every booking is Any available and Assignment alone decides. A client who picks a host by name gets that host when they book and keeps them on every move; when a client who booked Any available moves to a new time, Assignment picks again among the hosts free then. Nothing changes until you press Save changes.

On the event's waitlist, a client waits for the host they pick or for Any available. When the time opens, a place for Any available is booked with a free host, picked by Assignment, and a place for a named host only with that host. Taking a host off the list takes the people waiting for them by name off the waitlist and emails them; the line above Save changes says how many first.

A member who hasn't accepted the invitation can be added. They take bookings once they join, and the event can be Live while at least one of its hosts has joined. On an event with several hosts, its settings are yours and your admins' alone: the Events they host permissions above apply only to events a member hosts alone. Their session, client and hours permissions still apply to their own sessions on it. Taking a host off the list leaves their existing sessions with them.

Admins

An admin is a member you choose to help run the business. On a joined member's card, turn on Admin and confirm. An admin can do everything you can in the dashboard: events, including who hosts them and whether they are live; every booking action, refunds and fees included; the contact book with your labels and notes; the team, from invitations and removals to permissions, hours and who can be booked; and the business's settings. Seats an admin switches on are billed to you.

These stay yours: the plan and billing, the Stripe payouts account, the full data export, deleting the business, making or removing admins, and your own profile, sign-in, calendar, calendar copy, saved schedules and team email settings. An admin downloads the bookings, contacts and events lists from Settings → Your data, and keeps their own name, photo, sign-in and calendar on their own dashboard.

Notices meant for you keep coming to you, and an admin is never emailed about what they did themselves. You are emailed when an admin changes the business's settings, an event they host, their own hours or who can be booked. Turning Admin off makes them a member again, with the permissions saved on their card.

Seats

A seat is a member clients can book. The Bookable switch on each row turns it on or off; a pending invitation shows "Bookable once they join". On a Teams subscription, member seats are billed monthly at the price shown in Plan & billing, your own seat included. Admins can switch seats too, and those seats are billed to you; your own seat is yours. Switching a host to Not bookable takes people off an event's waitlist and emails them when they wait for that host by name, or for an event nobody else can take bookings for: one the host has alone, or a shared event whose other hosts can't take bookings either. People waiting for Any available keep waiting while another host can take the time. When anyone would come off, the switch says how many first and waits for you to confirm.

A pending member can already be added as an event's host, so their event is ready the day they join. An event whose only host hasn't accepted stays Not live until they do, and the switch says so if you try it earlier. On an event with several hosts, a pending member takes bookings once they join, and the event can stay live with the others.

Hearing about their sessions

Email me about my team's bookings, on the Team tab, tells you about every session a member or an admin hosts, with the host named: bookings, cancellations, moves, requests and their answers, locations set, and each time a member or an admin marks one of those sessions paid offline (once per booking in 10 minutes; the client and the host are not told). While it is on, choose how you hear:

• Each email, as it happens — a copy of each notice the host gets, except the old host's Moved to another host: a change of host reaches you once, as Host changed. This is the default.
• A daily summary each evening — one email at 6 PM in your business's time zone, only on days something happened, grouped as bookings, cancellations, moves (a change of host included), requests, locations and payments. Chosen after 6 PM, the first one comes the next evening.
• Both — each email and the evening summary.

Switching from a summary back to Each email, as it happens sends what is still waiting once, in one last summary; turning the switch off drops it. Bookings → Everyone shows the whole team, as a list or as a week with a row for each host. This setting is yours; your admins don't see it.

Whatever this setting says, these email you at once:

• a request a member may not answer;
• a request from a client who booked any available host, which waits for you until it has a host, and an admin's answer to it;
• a canceled session paid online with a refund still to issue;
• every notice on a session whose host is no longer on your team, and its Host changed when it moves to another host;
• an admin's Mark paid offline on a session you host.

A change of host tells the old host the session is off their schedule (Moved to another host) and the new host that it is theirs (Assigned to you); whoever made the change is not told. It happens when a session is reassigned (Bookings → Reassign), when a client who booked any available host moves to a time another host takes, or when such a client's move request is approved with another host. When a session moves between hosts other than you, you hear it once, as Host changed naming both hosts, the way you chose above; the old host's notice has no copy. A move request is the exception: it waits for you like any request from a client who booked any available host, so you hear the request and an admin's answer to it instead. When a session you host moves to someone else, you get Moved to another host yourself, and when one moves to you, Assigned to you.

What clients receive about a member's session

Client emails come from "{your business} via Schedulign", except the ones a member's or an admin's own action on a session they host sends: a location they set, a cancellation with their note, and a time or move request they approve or decline. Those come from "{their first name} at {your business} via Schedulign", or from your business alone when its name already says their first name. A cancellation without a note comes from your business.

When the member may see clients' contact details, a client's reply to one of those emails reaches the member and the event's shown email, and the email says so. Without that permission, a reply goes where your business's replies go. An admin always may. Everything else, and everything you do, comes from your business.

Their calendar and hours

A member's Google Calendar is their own, connected from their own dashboard, and it counts on every event they host with you: busy times on it keep their times free of conflicts, and each booking lands on the calendar they picked there. Their hours with your team are set by you under Settings → Scheduling → Team members' own hours, or by them when you switch on their own hours. A change to their weekly hours or a date's hours, added or removed, emails the other side. When you open a member's hours, a note reminds you to check with them first.

Their sessions in their other workspaces, their own business included, hold those times with you too: the time isn't listed on your booking page, which never says why. On an event that keeps a waitlist, a client can wait for that time, and when it frees there, the first person in line with you who can still book it gets it.

Removing a member

Remove access ends their sign-in and seat with you. Events they host alone go Not live until you choose another host and make them Live again. They are taken off the host list of events they share, which keep their other hosts; if none of those can take bookings, that event goes Not live too. People waiting for times on the events that go Not live, and people waiting for them by name on the events they share, are taken off the waitlist and emailed; the confirmation under Remove access says how many first. Their upcoming sessions stay in your records, and notices about those sessions come to you instead of them. From Bookings, reassign one whose client booked any available host to another host of its event, or cancel it; a session whose client picked them by name can only be canceled. Schedulign stops adding this team's sessions to their calendar. Their individual dashboard, their calendar and other teams are untouched. The row leaves the Team tab; inviting the same email again brings them back with a fresh invitation and the starting switches. You get an email when a member leaves on their own, with the same list. Clients who reply to an email the member's own action sent earlier still reach the member's email address when that email gave it as a reply address.

Only you can remove an admin. An admin who leaves or is removed is no longer an admin; inviting them again brings them back as a member.