Multi-staff

The Multi-staff add-on lets one appointment take several staff members at the same time, such as two therapists for a couples massage. A service states how many staff members a booking takes, and a time is offered only while that many of the service's staff are free together, buffers included.

The first staff member of a booking is its lead, and the appointment belongs to them. The others are its additional staff.

Requirements

• Booknetic and Booknetic Pro 6.0 or later, with an active licence.
• Multi-staff add-on, installed and activated from the Booknetic Boostore.
• WordPress 5.6 or later, PHP 7.4 or later.

Installation

1. In your Booknetic Admin Panel, go to Boostore.
2. Find the Multi-staff add-on and click Install.
3. Once installed, click Activate.

The add-on has no menu of its own. It adds a setting to the service form, a field to the appointment form, and team selection to the booking panel.

Step 1: Set How Many Staff a Service Takes

1. Go to Services and open the service.
2. Open the Staff tab (the Assigned staff tab in the new admin interface) and make sure the service has enough staff assigned.
3. Set Staff per booking, from 1 to 50. It can't be more than the number of staff assigned to the service.
4. Save the service.

The team is always picked from the service's staff who work at the booking's location. Setting Staff per booking back to 1 turns the service into a normal one; bookings already made keep their teams.

Pricing: a booking that takes more than one staff member always costs the service price, deposit included. Staff-specific prices for the service do not apply to it, and the service form shows a note when a staff member has one.

Step 2: How Customers Book a Team

The cart and the confirmation step name every staff member of the booking. A cart with several bookings at the same time never gives one staff member to two of them.

Step 3: Manage Team Appointments in the Admin Panel

Creating and editing

• In the appointment form, the Additional staff field appears under the staff field. Pick the remaining team members, or leave it empty and Booknetic picks free staff when you save. A picked staff member who is busy, or who does not do the service at that location, is named in the error.
• Editing an appointment keeps its team while they are free. A member who is no longer free is replaced, and the change is refused when nobody can be found.
• Rescheduling moves the whole team with the booking. In the calendar, a team appointment can be dragged to another time but not to another staff member's column; change the staff in the appointment form instead.
• Status changes that bring a booking back, such as cancelled to approved or waiting list to approved, check the team again.

Where the team shows

Staff users

A staff user sees the appointments they work on as additional staff in their appointment list, calendar and payments, and in the mobile app. They can change the status or delete them as their role allows. Editing and rescheduling are left to the first staff member and to users whose role has full access to Staff.

A staff member who works on other staff members' appointments can't be deleted until those appointments are changed.

Notifications

A team booking notifies the whole team with your existing workflows. The staff shortcodes change as follows:

Everyone receives the same text, so "Hi {staff_name}" reads "Hi Anna, Leyla". A workflow limited to some staff members runs when the first staff member is one of them, and then reaches the whole team.

What Uses Only the First Staff Member

• Staff commissions, reports, and booking limits.
• The Staff filter of the appointment list, calendar and payments.
• Coupons and gift cards limited to a staff member, and ratings.
• Calendar sync and online meetings: Google Calendar and Outlook add the booking to the first staff member's calendar, and Zoom, Google Meet, Microsoft Teams and VivoMeetings create the meeting with their account. The meeting link still reaches the whole team through the notification shortcodes.

Waiting List

With the Waiting List add-on, when a booking is cancelled, waiting-list bookings of team services at the same location and time are offered the freed staff too.

Troubleshooting

• No times are offered for a team service:
  • Check that the service has at least as many staff assigned at that location as Staff per booking.
  • Check the staff members' timesheets, holidays and busy slots. A time shows only when the whole team is free.
• "Please select N staff members.": the customer has selected fewer staff members than the service takes.
• A staff member can't be deleted: they are additional staff on other staff members' appointments. Change those appointments first.
• A staff user can't edit a team appointment: only the first staff member and users with full access to Staff can edit or reschedule it.