Team management

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Introduction

Team management (under Team & resources in the main menu) is where you add team members, update their details, and manage their working hours and time off.

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Key features

• Team List View: Displays all team members with columns for Name, Phone, and Member since.
• Column order: Drag team members to set the left-to-right order of their columns on the scheduler (and in booking pickers).
• Member Management: Easily add, edit, archive, and manage team members.
• Profile Photos & Colours: Upload photos and assign custom colours for visual identification in the scheduler.
• Working hours: Set regular weekly shifts or add custom hours by date for each member.
• Time off: Schedule vacation and other leaves with specific dates, times, and descriptions.
• Team schedule: View and manage all team members’ schedules in a visual grid (see Team schedule for details).
• Notification preferences: Configure how each team member is notified about bookings - by email, SMS, in-app (bell), and push - and which events trigger a notification. A member is notified about their assigned appointments; those with full appointment access can also choose to be notified about all appointments, not just their own. Admins can manage preferences for any team member, or team members can configure their own.
• Notification Settings: A consolidated view to manage notification preferences for all team members at once from one page.
• Clock-in PIN: Assign PINs so team members can clock in/out on a shared device without needing their own login.
• Google Calendar sync: Choose how each team member’s calendar syncs - push Bella Booking appointments to Google, pull personal events back as blocked time, or both. New connections start push-only (see Google Calendar sync for details).
• Calendar feed: Subscribe to a team member’s appointments in external calendar apps (Google Calendar, Apple Calendar, Outlook).

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Step-by-step usage instructions

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1. Viewing your team

• Go to Team & resources > Team management from the sidebar.
• You’ll see a table with each member’s name (with avatar showing their scheduler colour), contact details, and the date they joined.
• Use the search bar at the top to quickly filter members by name or contact info.

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Reordering team members (scheduler column order)

The order of team members on this list is the same order as their columns on the scheduler (left to right), and the order they appear in booking pickers.

1. Open Team & resources > Team management with the status filter set to Active (reordering is disabled while All, Archived, or a search filter is active)
2. Drag the grip on the left of a row. On a phone or tablet, press and hold the grip, then drag
3. Or open the row menu and choose Move up or Move down
4. Drop the team member in the position you want. The new order saves automatically
5. Open the scheduler to see the updated column order

Team members who have never been dragged sort alphabetically by name until you set an order. The same order decides who gets an Any team member booking when several team members have the same number of bookings that day.

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3. Adding a team member

1. Click Add team member at the top right of the table.
2. Fill out the form:
   • First name (required)
   • Last name (optional)
   • Email (required if access is enabled)
   • Phone number (optional)
   • Access enabled (under Access & permissions): lets them sign in to Bella. The switch stays off until you enter an email address, because it’s the address they sign in with
   • Online booking enabled: Toggle to allow clients to book this team member via the online booking portal. Turning it off also removes them from the Our team section on your booking page, so they are neither shown nor bookable. This is independent of service qualification - a team member can still be qualified to perform services (and booked from the dashboard) with this turned off; it only controls whether clients can choose them online
   • Hide from scheduler: Toggle on for someone who doesn’t take appointments - a receptionist, manager or bookkeeper. They’re kept off the scheduler columns, the team schedule and the appointment pickers. Switching it on for someone who still has appointments booked lists them first, with an Open link each; those appointments stay booked, and the Scheduler’s Not covered button finds them
   • Role (required if access is enabled): once Access enabled is on, choose Admin, Receptionist or Team member for each location under Location access. Each role has customisable permissions - see Team permissions for details
3. Click Save to add the new member. The team list will update automatically.

A new team member has no working hours of their own, so they’re available during your opening hours, shown as Business hours, until you set theirs. There’s no setting that starts new team members with every day off: open Edit working hours for them, add a schedule and switch off the days they don’t work. Note: Profile photos and scheduler colours can only be added after creating the team member by editing their profile.

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Profile photos and avatars

Team member profile photos appear throughout the system and on your online booking page, helping clients recognise and choose their preferred service provider. Uploading a Photo:

1. Edit an existing team member (photos cannot be added when creating a new team member)
2. Click the Edit icon on the profile photo placeholder at the top of the form
3. Select an image from your device or drag and drop
4. File requirements:
   • Format: JPG, PNG, WEBP, or HEIC (iPhone photos, converted automatically)
   • File size: Maximum 5 MB
5. Crop and adjust your photo:
   • Use the zoom slider to zoom in or out on your image
   • Drag the image to reposition it within the circular crop area
   • The preview shows exactly how the avatar will appear
6. Click Upload. The photo saves straight away.

Removing or Changing a Photo:

1. Edit the team member’s profile
2. Click the Edit icon on the current photo
3. Choose Replace to upload a new photo or Delete to remove it. Either change saves straight away.

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Scheduler colour

Each team member can have a custom colour assigned for visual identification across the system. This colour appears:

• As a coloured ring around their avatar in the team list
• As a coloured ring around their avatar in the team schedule grid
• As a coloured border on their appointments in the scheduler
• In the scheduler header when viewing by team member

Setting a Scheduler Colour:

1. Edit an existing team member
2. Scroll down to the Scheduler colour section
3. Click on the colour picker to choose a colour
4. Click Save to apply the colour

Clearing a Scheduler Colour:

1. Edit the team member’s profile
2. In the Scheduler colour section, click Clear
3. Click Save to apply changes

When no custom colour is set, team members display with a default grey colour for consistency across the system.

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Receipt note (registration or provider number)

Each team member can have a receipt note - a short line that prints beneath their name on the client’s receipt, against each service they performed. It’s most often used for a practitioner registration, licence, or provider number (for example a physiotherapy, chiropractic, or remedial-massage registration number) so clients can claim a private-health-fund or insurance rebate from the receipt. This is standing text that appears on every receipt the team member is credited on - for a one-off message on a single receipt, use the receipt note typed at checkout instead.

1. Edit the team member’s profile
2. Enter the number or note in the Receipt note field
3. Click Save

The note is snapshotted onto each sale at checkout, so a receipt always shows the note that was in place when the sale happened. Leave it empty to show nothing. See Receipts & invoices for how the receipt supports rebate claims.

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4. Viewing & editing a team member

Viewing the detail page: Click on a team member’s name in the table to open their detail page. The detail page has five tabs:

• Overview: Performance stats, qualified services, contact details, role & access (a summary: its edit button, like Edit at the top of the profile, opens the panel where you change them), calendar feed
• Working hours: Default and custom working hours
• Time off: Scheduled leave and time off
• Calendar: Google Calendar sync connection and preferences
• Notifications: Email, SMS, in-app and push notification preferences, including which appointments (assigned or all) trigger them

Changing which services a team member performs: on the Overview tab, click the pencil on the Qualified services card, tick or untick services (or use Select all / Clear all), then click Save. This updates each service’s team member list, the same list you see on the service itself in the Service Catalogue. Unticking a service set to all team members switches it to everyone except this person. A service always needs at least one qualified team member, so you can’t untick the last one: assign someone else first, or turn off online booking for the service or archive it instead. You need the Team > Edit permission, and archived team members can’t be changed. Quick editing via slideover:

1. Open the team member’s profile and click Edit, or in the team table open their row’s three-dot menu and choose Edit.
2. Update any fields:
   • Personal information (name, email, phone). Only the Owner can change the Owner’s email
   • Access and role, under Access & permissions: turn Access enabled on or off, then choose their role for each location. The switch needs the email address they sign in with, and the box doesn’t appear on your own profile or the Owner’s
   • Profile photo/avatar
   • Scheduler colour
   • Online booking enabled and Hide from scheduler
   • Notification preferences (email, SMS, in-app and push channels, the appointments scope, and notification types)
3. Click Save. The panel closes and their profile shows the changes.

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5. Resending access email

If a team member didn’t receive their initial access email or needs it sent again:

1. In the team table, locate the team member
2. Open their row’s three-dot menu (or open their profile and its three-dot menu)
3. If the team member has access enabled, you’ll see Resend access email
4. Click Resend access email
5. A confirmation message will appear
6. The access email will be sent to the team member’s email address

Sending it many times in a short while ends with “Too many access emails sent recently. Please try again in an hour.” Send it again once the hour is up. When to Use:

• Team member didn’t receive the initial access email
• Team member lost their login credentials
• Team member requests a new access email
• Team member’s email was corrected before they set up their account

Note: The access email contains login instructions and a link to set up their account. Make sure the team member’s email address is correct before resending. If you can’t see the button: someone who signs in with Google or Apple has no Bella password, so there is no access email to send them. In its place, the edit panel names the method they use, and their profile shows the same under Sign-in. They get in by choosing that option on the sign-in page. On the Owner’s profile, only the Owner sees Resend access email.

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6. Notification preferences

Each team member can be notified about bookings via Email, SMS, In-App (bell icon), and Push (device) notifications. By default a member is notified about the appointments assigned to them. A member with full appointment access (the appointments: view all permission) can additionally switch on All appointments to be notified about every appointment at the business - including ones team members create at the till - not just those assigned to them. This is off by default (opt-in), and applies uniformly across all four channels. Admins can configure these preferences for any team member, and team members can also manage their own preferences. A new appointment series is announced once: each person gets one notification, about its first appointment, saying how many appointments were booked and how often they repeat.

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Default behaviour

When a new team member is created, they automatically receive default notification preferences:

• Email: Enabled (if the team member has an email address)
• SMS: Disabled
• In-App: Enabled
• Push: Off until the team member turns push on for one of their devices (see Push notifications on a device)
• Notification types: Confirmed appointment, Cancelled, Rescheduled, and Client checked in. Owners and admins also get Pending approval, Awaiting deposit, Awaiting card, New waitlist, Waitlist match, Incomplete booking, New message and the Summary email

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Configuring notifications for a team member

There are two ways to configure a team member’s notification preferences: From the team member detail page:

1. Click on a team member’s name to open their detail page
2. Select the Notifications tab
3. Toggle channels on or off:
   • Email notifications: Requires an email address on the team member’s profile
   • SMS notifications: Requires a phone number on the team member’s profile
   • In-app notifications: Shows events in the bell icon within the app (see Needs attention below)
   • Push notifications: Pauses or resumes push on all of the member’s devices. It turns on by itself when the member turns push on for a device
4. Choose what triggers a notification:
   • All appointments (shown only for members with full appointment access): notify about every appointment at the business - including ones team members create at the till - not just those assigned to them. Off by default - switch it on to opt in.
   • Notification types: Confirmed appointment, Pending approval, Awaiting deposit, Awaiting card, Pending confirmation / deposit, Cancelled, Rescheduled, New waitlist, Waitlist match, Incomplete booking, Client checked in, New message (once your Inbox is set up, see Client messages), Tip received (if tips are enabled), Form completed (if forms are enabled), New order (if the product shop is enabled), Package sold (if packages are enabled), New review (if reviews are enabled)
5. Click Save notification preferences

From the edit slideover:

1. Open the team member’s profile and click Edit
2. Scroll down to the Notifications section at the bottom
3. Configure channels and notification types as above
4. Click Save notification preferences

Note: The notification preferences save separately from other team member details, so you can update notifications without affecting other settings.

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Push notifications on a device

Each team member turns on push for their own devices:

1. Open the notification bell (top right) and select Turn on. The bell offers this on a device that hasn’t been asked yet. You can also select the gear (My notification preferences) and turn on Push notifications on this device. In a Safari tab the switch is greyed out and reads “Install Bella to your Home Screen to enable push”
2. Allow notifications when the browser asks

On iPhone and iPad, add Bella to your Home Screen first and open it from there (install steps). Apple only sends push notifications to apps on the Home Screen. Turning on a device also turns on the team member’s Push notifications switch. Switching that off pauses push on all their devices, and switching it back on resumes them.

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Team notifications page

For a consolidated view of all team members’ notification preferences:

1. Go to Settings > Team notifications, or click Notifications at the top of Team & resources > Team management
2. Open a team member to view and edit their channels and notification types; each row shows a one-line summary while closed
3. Click Save beside a team member whose preferences you’ve changed, or Save notification preferences under their settings

This page is ideal for quickly auditing and configuring notifications across your entire team.

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Self-Service

Team members who can sign in to Bella can manage their own notification preferences:

1. Click the bell icon in the top navigation
2. Select My notification preferences
3. Configure their preferred channels and notification types
4. Click Save notification preferences

Both admin and team member edits update the same settings - there is a single source of truth. A few notifications reach everyone with in-app notifications on, whatever notification types they’ve picked, because they need a person: a client SMS or email that failed to send, a finished campaign, a client who replied no to an appointment reminder and whose appointment still needs you (Replied no; when your setting cancels it instead, the usual Cancelled notification carries the reply), a client who replied yes to a booking you haven’t approved yet (Confirmed, needs approval), and a client who texted STOP (Opted out of SMS, since their reminders can no longer be delivered). The two reply notifications go to the team members assigned to the appointment, plus anyone with full appointment access who has switched on All appointments above; the opt-out goes to everyone. See Auto-handling client replies for what the replies do.

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Client messages

When a client texts your dedicated number, or replies to an email you sent from the Inbox or an email campaign, the New message notification tells you: a row in the bell with their name and the start of what they wrote, a push notification on devices with push on (it reaches your phone or computer even when Bella is closed), and the chime if your speaker icon is on. Several messages from one client show as one push notification with the latest message, while the bell keeps a row for each. Opening the conversation in the Inbox marks its notifications read for everyone. A reply to an automated email, such as a confirmation, goes to your business email instead. New message is on by default for Owners and Admins, and anyone else can switch it on under Notification types. It needs your Inbox set up (Messages Plus and a dedicated number), and it reaches only people whose role can open the Inbox. A yes or no that answers a reminder and keywords like STOP or HELP are handled by Bella and don’t raise New message; the ones that need you (a no, a yes on a booking you haven’t approved, a STOP) have notifications of their own.

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Needs attention

When something is waiting on you, the bell shows it first. A Needs attention section sits at the top of the panel and pins up to five of the newest notifications that need action: a client SMS or email that failed to send, and online bookings held for your approval, for a card on file, or for a deposit. Everything else sits under Recent, newest first. A team member without full appointment access sees failures on their own appointments only. If more than five need action, View all opens the full notifications list already filtered to Needs attention. The section disappears the moment nothing needs action. Opening a notification marks it read and it leaves the bell; the full list keeps a failed message flagged as Needs attention even after you have read it, so nothing slips past. Which of these reach your bell follows your notification types above: failed messages reach everyone with in-app notifications on, and the held-booking types (Pending approval, Awaiting card, Awaiting deposit) are on by default for Owner and Admin roles.

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Notification sound

The in-app bell can also play a sound when something new arrives, so you don’t have to watch the screen. To turn the audible alert on or off:

1. Click the bell icon in the top navigation
2. Click the speaker icon in the panel header

When it’s on, Bella plays a short chime each time your unread count goes up - and vibrates as well, on phones and tablets that support it. You’ll hear a test chime the moment you switch it on, so you know it’s working. Click the speaker icon again to mute it.

• Off by default. Each person turns the sound on for themselves - it’s never on without someone asking for it.
• Remembered per device and per browser. You can have the sound on at the front desk and off on your phone. Switching it on doesn’t turn it on for anyone else on your team.
• It follows your bell. You hear a chime for exactly what reaches your bell, so the channels and notification types above decide what you hear. If you switch In-app notifications off, nothing reaches the bell and the sound never plays.

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Managing working hours

Working hours determine when a team member is available for appointments. Set a default weekly schedule for each person, and override it for specific dates when you need to.

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Understanding working hours inheritance

Working hours follow a priority system:

1. Time off (Highest Priority) - If a team member has time off scheduled, they are unavailable
2. Custom Working hours - Override default hours for a specific date
3. Team Member Default Hours - The member’s regular weekly schedule
4. Account Default Hours (Lowest Priority) - Falls back to your business’s default schedule

This means if you set default hours for a team member, those override the account-level defaults. If you then set custom hours for a specific date, those override the member’s defaults for that day only.

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Setting default working hours

Default working hours define a team member’s regular weekly schedule. Once set, these hours apply automatically to future dates.

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Accessing default working hours

From the team member profile:

1. Go to Team & resources > Team management
2. Click the team member’s name (or choose Working hours from their ⋮ menu)
3. Select the Working hours tab
4. You’ll see the current week’s schedule with each day’s shifts
5. To change their regular hours, click the ⋮ on a day without custom hours and select Edit working hours

From the Team schedule page:

1. Go to Team & resources > Team schedule
2. Click the settings icon next to a team member
3. Select Edit working hours

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Setting up a weekly schedule

1. In Edit working hours, click a schedule in the list, or Add new schedule. The form shows all seven days, listed from the day your week starts on
2. For each day, you can set one or more shifts (work periods)
3. Each shift has a Start time and End time
4. Times are available in 15-minute increments

Example Schedule:

• Monday: 9:00 AM - 5:00 PM
• Tuesday: 9:00 AM - 5:00 PM
• Wednesday: 10:00 AM - 6:00 PM
• Thursday: 9:00 AM - 5:00 PM
• Friday: 9:00 AM - 1:00 PM
• Saturday & Sunday: No shifts (off days)

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Split shifts (multiple shifts per day)

For team members who work split shifts (e.g., morning and afternoon with a long break):

1. Click Add a shift on the relevant day
2. Set the first shift (e.g., 9:00 AM - 12:00 PM)
3. Set the second shift (e.g., 2:00 PM - 6:00 PM)
4. The gap between shifts (12:00 PM - 2:00 PM) will not be available for bookings

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Setting recurring (fixed) days off

To make a team member regularly unavailable on the same day each week (for example, always off on Mondays), leave that day with no shifts in their default weekly schedule. A weekday with no shifts is treated as a recurring day off and repeats automatically - there’s nothing else to turn on.

• Recurring weekly day off → switch that weekday off in Edit working hours (as with Saturday and Sunday in the example above). It applies every week. On the Team schedule grid these show as “No shifts” (or “Off (recurring)” for alternating-week schedules).
• One-off or date-range leave (a single day, a holiday, a few weeks) → use Time off instead. Time off takes specific dates, overrides working hours for that period, and always takes priority over the weekly schedule.
• A whole-team closure (public holiday, business closure) → use the Set not working bulk action on the Team schedule page to set several team members off for a date range in one step, instead of adding time off for each person individually.

There is no separate per-day “lock” toggle, and no setting that stops a team member editing their own hours - who can manage working hours is governed by each team member’s role. Use Case: This is perfect for lunch breaks, mid-day appointments, or team members who work morning and evening shifts.

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Future-dated schedule changes

You can schedule a change to default working hours to take effect on a future date:

1. In Edit working hours, click Add new schedule
2. Set the Start date
3. Configure the new weekly schedule
4. Click Create schedule
5. The new schedule will automatically apply from that date onwards

Example: If you know a team member is changing from full-time to part-time starting next month, you can set up their new schedule in advance.

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Copy to all days

When configuring working hours, use Copy to all days next to a day to apply its hours to every other day that’s switched on. This saves time when most working days share the same schedule.

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Saving default hours

1. Configure the weekly schedule as needed
2. Set the Start date (a new schedule starts today unless you change it)
3. Click Create schedule for a new schedule, or Save changes when editing one
4. The schedule will take effect from the start date

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Setting custom working hours

Custom working hours let you override the default schedule for a specific date. This is perfect for one-off changes like:

• Starting work late or early
• Finishing early for an appointment
• Working on a normally off day
• Covering for a colleague

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When to use custom hours vs default hours

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Setting custom hours

From the team member profile:

1. Go to Team & resources > Team management and click the team member’s name
2. In the Working hours tab, find the day you want to modify
3. Click the ⋮ next to that day
4. Select Edit this day
5. Check the Date (it’s pre-filled with the day you picked)
6. Add one or more shifts with start and end times
7. Click Save changes

From the Team schedule page:

1. Go to Team & resources > Team schedule
2. Find the team member and date in the grid
3. Open the cell’s menu: click a shift, or hover over the cell and click the ⋮ (the only way in on a date with no shifts)
4. Select Edit this day
5. Configure the custom hours
6. Click Save changes

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Visual indicators for custom hours

Custom hours are clearly marked in the system:

• In the Working hours tab: Shows a “Custom” badge next to days with custom hours
• In the Team schedule grid: Shows a “Custom” badge on days with custom hours

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Clearing custom hours

To remove custom hours and revert to the default schedule: From the Working hours tab:

1. Click the ⋮ on the day with custom hours
2. Select Clear custom hours
3. The day reverts to the default schedule

From Team schedule:

1. Open the menu of a cell that shows the “Custom” badge (click its shift, or the ⋮)
2. Select Clear custom hours from the menu
3. The schedule reverts to defaults

Either way, the custom hours are removed straight away, with no confirmation step. If they repeat, the whole series is removed, not just that date. To close a single date in a repeating series, add time off for that date instead.

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Managing time off

Time off records when team members are unavailable through leave, holidays, or other absences. Unlike custom hours (which modify when someone works), time off blocks out availability entirely.

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Time off types

Bella Booking supports the following types of time off:

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All-day vs partial time off

All-Day Time off:

• Blocks the entire day
• Team member is completely unavailable
• No appointments can be booked

Partial Time off:

• Blocks a specific time range (e.g., 9:00 AM - 12:00 PM)
• Team member is available outside that time range
• Perfect for medical appointments, school pickups, etc.

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Adding time off

From the team member profile:

1. Go to Team & resources > Team management and click the team member’s name
2. Select the Time off tab
3. Click Add time off
4. Fill in the details:
   • Type: Select the type of time off (Annual leave, Sick leave, Personal leave, Training, or Other)
   • All day: Toggle on for full-day time off, off for partial
   • Start date: When the time off begins
   • End Date: When the time off ends (same as start for single day)
   • Start Time / End Time (if partial): The specific hours unavailable
   • Description (optional): Notes about the time off
5. Click Add time off to save

From the Team schedule page:

1. Go to Team & resources > Team schedule
2. Find the team member and date
3. Open the cell’s menu (click a shift, or the ⋮)
4. Select Add time off
5. Complete the form and click Add time off

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Single day vs multi-day time off

Single Day:

• Set the same date for both Start Date and End Date
• Can be all-day or partial

Multi-Day (Date Range):

• Set different Start and End dates
• All days in the range are affected
• For partial time off over multiple days:
  • First day: Time off starts at the specified start time
  • Middle days: Full day time off
  • Last day: Time off ends at the specified end time

Example Multi-Day Partial Time off:

• Start Date: Monday, Start Time: 2:00 PM
• End Date: Wednesday, End Time: 10:00 AM
• Result:
  • Monday: Available until 2:00 PM, then off
  • Tuesday: Off all day
  • Wednesday: Off until 10:00 AM, then available

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Viewing time off

From Team Member Profile:

• Go to Team & resources > Team management and click the team member’s name
• Select the Time off tab
• See all scheduled time off with type, dates, times, and descriptions

From Team schedule:

• Time off is displayed in the schedule grid
• All-day time off shows “Time off” badge
• Partial time off shows the unavailable time range

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How time off affects availability

When time off is scheduled:

1. Online booking: Clients cannot book during time off periods
2. Scheduler: Time slots during time off are blocked
3. Availability Calculation: System automatically excludes time off periods
4. Working hours: Time off takes precedence over all working hours settings

For partial time off with remaining work hours, the system shows both:

• The time off period (in grey)
• The remaining available work hours (in colour)

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Deleting time off

1. Go to the Time off tab in the team member’s profile
2. Find the time off entry you want to remove
3. Click the Delete icon
4. Confirm the deletion
5. The time off is removed and availability is restored

From Team schedule:

1. Click on the time off cell
2. Select Delete time off
3. Confirm the deletion

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Calendar feed

The Calendar feed feature allows team members to subscribe to their appointments in external calendar applications like Google Calendar, Apple Calendar, or Microsoft Outlook. Unlike the one-time iCal export (available on the Appointments page), the calendar feed is a subscription URL that automatically syncs new and updated appointments.

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How it works

When you generate a calendar feed URL for a team member:

1. A unique, secure URL is created for that team member
2. The URL can be added to any calendar application that supports iCal subscriptions
3. The calendar app will automatically fetch and display the team member’s appointments
4. New appointments, changes, and cancellations sync automatically (refresh frequency depends on the calendar app)

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Generating a calendar feed URL

1. Go to Team & resources > Team management in the sidebar
2. Click on a team member’s name to view their profile
3. In the Overview tab, scroll down to the Calendar feed section
4. Click Get calendar URL
5. Copy the generated URL using the copy button

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Adding to calendar applications

Google Calendar:

1. Open Google Calendar
2. Click the + next to “Other calendars” in the left sidebar
3. Select From URL
4. Paste the calendar feed URL
5. Click Add calendar

Apple Calendar (macOS):

1. Open Calendar
2. Go to File → New Calendar Subscription
3. Paste the calendar feed URL
4. Click Subscribe
5. Configure refresh frequency and other options

Microsoft Outlook:

1. Open Outlook Calendar
2. Go to Add calendar → Subscribe from web
3. Paste the calendar feed URL
4. Click Import

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What’s included in the feed

Each appointment in the calendar feed includes:

• Event title: Client name and service(s), with the variant the client chose
• Date and time: Appointment start and end time (in your business time zone)
• Description: Client contact details (phone, email), service details with prices and add-ons, appointment notes, and total

The team member’s blocked time is in the feed too, under its description (or Blocked time when it has none).

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Security considerations

• The URL contains a unique secure token that grants access to the team member’s appointments
• The URL doesn’t change, and there’s no option in Bella to replace it or turn it off. If a URL has been shared by mistake, contact support
• Calendar applications cannot modify appointments: the feed is read-only

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Getting the URL again

Each team member has one calendar feed URL at each location. A feed covers one location, so a team member who works at two locations gets a separate URL in each: switch to the other location and get it the same way. The Get calendar URL button is there each time you come back to the profile, and clicking it shows that same URL again rather than creating a new one, so calendars already subscribed keep working.

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Feed refresh and sync

• Calendar applications typically refresh external feeds every 12-24 hours
• Some applications allow you to configure refresh frequency (Apple Calendar is often every 5 to 15 minutes)
• The feed includes appointments from the past year through the next year
• Appointments older than a year drop off the next time the calendar app refreshes
• Cancelled appointments are left out of the feed, so they disappear on that same refresh

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Clock-in PIN

When attendance tracking is enabled, you can assign a clock-in PIN to team members so they can clock in and out on a shared front-desk device without needing their own login. This is especially useful for team members who do not have system access enabled - they can simply walk up to the shared device, enter their PIN, and record their attendance.

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Setting a clock-in PIN

1. Go to Team & resources > Team management in the sidebar
2. Open the options menu (three dots) next to the team member
3. Select Set PIN
4. Enter a 4 to 6 digit numeric PIN
5. Click Save PIN

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Changing or removing a PIN

1. Open the options menu next to the team member
2. Select Change PIN
3. Enter a new PIN and click Save PIN, or click Remove PIN to clear it

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Using the team time clock

Once PINs are set up, anyone who manages timesheets (owners and admins by default) can open the Team time clock from the Time clock widget in the sidebar. This opens a modal where team members can:

1. Select their name from the list
2. Enter their 4 to 6 digit PIN
3. Clock in or clock out

The Team time clock shows each team member’s current status (clocked in, not clocked in, hours worked today) and handles both clock-in and clock-out flows including selecting a clock-out reason (End of shift, Break, or Other).

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Archiving, restoring, and deleting a team member

Bella Booking uses an archive-first approach to team member management. You cannot delete a team member directly - you must archive them first.

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Archiving

From the team list:

1. Open the three-dot menu next to the member in the team table.
2. Select Archive.
3. Confirm in the dialog. The member is archived and no longer appears in the active team list.

From the team member’s profile page:

1. Open the team member’s profile by clicking their name.
2. Click the three-dot menu in the header (top-right).
3. Select Archive.
4. Confirm in the dialog.

If the member still has upcoming appointments (or open waitlist entries, bundles, packages or gift cards tied to them), the dialog lists them instead of archiving straight away. Waitlist entries, bundles and packages must be resolved first. Upcoming appointments can be cancelled from the same dialog with Cancel all & archive: Notify the client is off by default there (no cancellation message is sent unless you turn it on; your team is told either way), and the dialog counts any paid deposits: cancelling keeps them, and Refund deposit on each cancelled appointment gives one back. Keep team member closes the dialog with nothing changed. Archived team members cannot be assigned to new appointments and do not appear in the scheduler. Archiving also removes their access to Bella. If the member had a login, it is revoked for that location the moment they are archived - they can no longer sign in there. Members who work at more than one of your locations keep their access to the others; archive them at each location you want them removed from.

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Viewing archived team members

Use the status filter on the Team management page to show archived members. Archived members are displayed with a visual indicator.

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Restoring

From the team list:

1. Filter the team list to show archived members.
2. Click the three-dot menu next to the archived member.
3. Select Restore.
4. The member returns to the active team list with all their records intact.

From the team member’s profile page:

1. Open the archived team member’s profile.
2. Click the three-dot menu in the header.
3. Select Restore.

A restored member is immediately available again for any service that qualifies all team members. Services set to specific team members work differently: archiving took the member off those lists, and restoring does not put them back - re-add them to the services you want them on. Their login is not restored automatically either. To give it back, open their profile, turn Access enabled back on and save - they keep their original sign-in details.

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Permanently deleting

Permanent deletion is only available for archived team members and can only be done from the team list:

1. Filter the team list to show archived members.
2. Click the three-dot menu next to the archived member.
3. Select Permanently delete (shown in red).
4. A confirmation dialog appears - you must type the member’s name to confirm.
5. Click Permanently delete to remove the member.

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FAQs

Q: How do I give a team member access to Bella Booking? A: When adding or editing a member, enter their email address, turn on Access enabled under Access & permissions, and choose their role (Admin, Receptionist or Team member) for each location under Location access. When you save, Bella sends an access email to anyone who doesn’t have a Bella login yet. An email address that already has a Bella login with another business can’t be given access here, so use a different email address for that team member. Each role has customisable permissions - see Team permissions. Q: Can I change a team member’s role after adding them? A: Yes. Open their profile, click Edit, and under Access & permissions choose their role for each location (Admin, Receptionist or Team member), then save. The Owner role isn’t in that list: ownership moves to someone else only with Transfer ownership. Q: Why can’t I change a team member’s role or access? A: The Role & access card on their profile is a summary: its edit button (or Edit at the top of the profile) opens the Edit panel where you change them. In the Edit panel, the role picker appears once Access enabled is on, and that switch stays off until the team member has an email address, because it’s the address they sign in with. Add their email, turn on Access enabled, then choose their role. You can’t change your own role or access, and the Owner’s are fixed. If there’s no Edit button at all, your role doesn’t include the Edit team members permission, or the team member is archived and needs restoring first. Q: What permissions does each role have? A: Each role comes with sensible defaults, but all roles except Owner can be fully customised. Toggle individual permissions across appointments, clients, catalogue, sales, reports, settings, forms, and more. See Team permissions for the full breakdown. Q: Can I get a sound or audible alert when a new notification comes in? A: Yes. Click the bell icon in the top navigation, then the speaker icon in the panel header to turn the notification sound on. Bella then plays a chime (and vibrates on phones and tablets that support it) whenever your unread count goes up. It’s off until you switch it on, and it’s remembered per device - so the front desk can have sound on while your phone stays silent. Click the speaker icon again to mute it. See Notification Sound. It covers whatever reaches your bell, including client messages when New message is on (see Client messages). Q: My notification sound isn’t playing - why? A: Check three things: the speaker icon in the bell panel is on (it’s per device, so turning it on elsewhere doesn’t carry over); In-app notifications are enabled in your notification preferences (with them off, nothing reaches the bell, so nothing chimes); and the event that fired is one of the notification types you’ve enabled. Also check your device or browser isn’t muted - the chime plays through the browser. Remember it plays when your unread count rises, so marking everything as read and getting nothing new means silence is expected. Q: How do I record annual leave or vacation for a team member? A: Go to the member’s Time off tab and use the “Add time off” button. Select “Annual leave” as the type, set the dates, and save. Q: What’s the difference between Custom hours and Time off? A: Custom hours modify when someone works on a specific day (e.g., starting late, working extra). Time off blocks availability entirely (for leave, holidays, etc.). Use custom hours for schedule adjustments; use time off for absences. Q: Can a team member have both custom hours and time off on the same day? A: Yes, for partial time off. The system will show both the available work time and the time off period. For all-day time off, availability is completely blocked regardless of any custom hours. Q: Is it possible to change a team member’s email or phone number? A: Open their profile and click Edit (or choose Edit from their row’s three-dot menu in the team list), update the contact details and save. An email address that already has a Bella login can’t be used, so choose a different one. Only the Owner can change the Owner’s email. For someone who signs in with email and password, the email is also their login: the edit panel says so under the field, and once you save they sign in with the new address. Bella emails the new address a link to confirm it, and their password stays the same. Someone who signs in with Google or Apple keeps signing in that way. Q: Can I delete a team member directly? A: No. You must archive a team member first. Once archived, you can permanently delete them only if they have no appointment, sales, or waitlist history. Most team members who have worked appointments can only be archived, not deleted. See Archiving, Restoring, and Deleting a Team Member for details. Q: How do I upload a profile photo for a team member? A: When editing a team member (not when adding), click the Profile Photo area and upload an image. Use a professional headshot for best results. Q: Do team members without system access appear in the scheduler? A: Yes! Team members without access still appear in the scheduler for booking purposes, but they cannot log in to manage appointments. Q: What is the scheduler colour for? A: The scheduler colour helps visually identify team members throughout the system. It appears as a coloured ring around avatars in the team list and schedule, and as a border on appointments in the scheduler. This makes it easy to quickly see which team member is assigned to each appointment. Q: What colour do team members have by default? A: Team members without a custom colour set display with a default grey colour. You can assign a custom colour by editing the team member’s profile and using the colour picker in the “Scheduler colour” section. Q: How do I resend an access email to a team member? A: Edit the team member’s profile and click the “Resend access email” button. This sends a new access email with login instructions to their email address. Useful if they didn’t receive the initial email or need it sent again. The button is not there for anyone who signs in with Google or Apple: they have no Bella password, so there is nothing to send. The edit panel and their profile name the sign-in method they use instead. Only the Owner can resend the Owner’s own access email. Q: How do I close the business for a public holiday or temporary closure? A: Use the Set not working button on the Team schedule page (Team & resources > Team schedule). Select the date range and which team members to include, then click Set not working. This creates time off for all selected team members at once. See Team schedule - Set Not Working for details. Q: Can I set different working hours for different weeks? A: Yes! You have two options: (1) Use the Start Date when setting default hours to schedule future schedule changes - the new hours automatically apply from that date. (2) Use per-day recurrence to set individual days to their own pattern - every N weeks (e.g. Monday every 2 weeks), or monthly on the nth or last weekday (e.g. the 3rd Tuesday of every month) - all within a single schedule. See Recurring Day Schedules for details. Q: How do I give someone a split shift (e.g., morning and evening)? A: When setting working hours (default or custom), click “Add a shift” to add multiple time slots for the same day. For example, add 9:00 AM - 12:00 PM and 4:00 PM - 8:00 PM. Q: Where can I see everyone’s schedule at once? A: Go to Team & resources > Team schedule to see a visual grid of all team members’ working hours, time off, and availability. See Team schedule for more details. Q: How do I sync a team member’s appointments to my phone or computer calendar? A: You have two options. For Google Calendar, use Google Calendar sync - each team member chooses the direction (appointments push to Google, personal events pull back as blocked time, or both). For other calendar apps (Apple Calendar, Outlook), use the Calendar feed - go to the team member’s profile, scroll to the “Calendar feed” section in the Overview tab, and click “Get calendar URL”. Add this URL to your calendar app as a subscription. Q: What’s the difference between iCal Export, Calendar feed, and Google Calendar sync? A: iCal Export (on the Appointments page) downloads a one-time snapshot of appointments as a file. Calendar feed (on team member profiles) provides a read-only subscription URL that automatically syncs ongoing appointments to any calendar app. Google Calendar sync (on the Calendar tab) is a directional connection - push appointments to Google, pull personal events back as blocked time, or both (each team member’s choice). Q: How often does the calendar feed update? A: The feed always returns current data. However, calendar applications typically refresh external subscriptions every 12-24 hours. Some apps allow you to configure a faster refresh rate. Q: Can clients see my calendar feed? A: No. The calendar feed URL is only available to team members and administrators from the team member profile. The URL should be kept private as it contains appointment details. Q: How do I let team members clock in without giving them a login? A: Set a clock-in PIN for the team member via the options menu in the team list. They can then use the Team time clock on a shared device to clock in/out using their PIN - no login required. Q: Where do I find the Team time clock? A: Anyone who manages timesheets (owners and admins by default) can open it from the Time clock widget in the sidebar (both expanded and collapsed views) or from the Time clock bottom sheet on mobile. Look for the Team time clock button. Q: What happens if a team member forgets their PIN? A: An admin can change or reset their PIN at any time via the team member’s options menu → Change PIN. Q: Can team members without system access use the PIN clock-in? A: Yes - that is the primary use case. Team members without login access can clock in/out using only their PIN on a shared device where an admin is logged in.

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