Team

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Introduction

The Team section in Bella Booking lets you view, manage, and organise your team efficiently. Whether you’re adding new staff, updating contact details, managing work schedules, or handling time off, this section provides all the tools you need in one place. Beginners and intermediate users will find intuitive controls and smart workflows to make team administration easy.

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Key Features

• Team List View: Displays all team members with columns for Name, Phone, and Member Since.
• 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 receives notifications (email, SMS, in-app) for their assigned appointments. 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.
• 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 the Team section 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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2. 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: Toggle to allow system login
   • Online booking enabled: Toggle to allow booking team member via online booking portal
   • Role (required if access is enabled): Select the member’s role (Team Member, Receptionist, or Admin). Each role has customisable permissions — see Team Permissions for details
3. Click Save to add the new member. The team list will update automatically.

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 photo 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, or WEBP
   • 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 to save the cropped photo
7. Click Save on the team member form to apply all changes

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
4. Click Save on the team member form to apply changes

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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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3. 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 four tabs:

• Overview: Performance stats, qualified services, contact details, role & access, calendar feed
• Working Hours: Default and custom working hours
• Time Off: Scheduled leave and time off
• Notifications: Email, SMS, and in-app notification preferences

Quick editing via slideover:

1. In the team table, click the Edit (pencil) icon to open the edit slideover.
2. Update any fields:
   • Personal information (name, email, phone)
   • Access status (enable/disable login)
   • Role and permissions
   • Profile photo/avatar
   • Scheduler colour
   • Notification preferences (email, SMS, in-app channels and event types)
3. Click Save and your changes will appear in the list.

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4. 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. Click the Edit (pencil) icon
3. If the team member has access enabled, you’ll see a Resend Access Email button
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

When to Use:

• Team member didn’t receive the initial access email
• Team member lost their login credentials
• Email address was updated and access needs to be re-sent
• Team member requests a new access email

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.

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5. Notification Preferences

Each team member can receive notifications about their assigned appointments via three channels: Email, SMS, and In-App (bell icon). Admins can configure these preferences for any team member, and team members can also manage their own preferences.

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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
• Event types: New Appointment, Cancelled, and Rescheduled

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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
4. Select which event types trigger notifications:
   • New Appointment
   • Pending Approval
   • Pending Confirmation / Deposit
   • Cancelled
   • Rescheduled
   • Tip Received (if tips are enabled)
   • Form Completed (if forms are enabled)
5. Click Save notification preferences

From the edit slideover:

1. Click the Edit (pencil) icon on a team member
2. Scroll down to the Notifications section at the bottom
3. Configure channels and event 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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Notification Settings Page

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

1. Go to the Team section
2. Click the Notifications button in the top toolbar
3. View and edit notification channels and event types for all team members in a matrix grid
4. Click Save next to any team member whose preferences you’ve changed

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

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Self-Service

Team members who have app access 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 event types
4. Click Save preferences

Both admin and team member edits update the same settings — there is a single source of truth.

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Managing Working Hours

Working hours determine when a team member is available for appointments. Bella Booking uses a flexible system that allows you to set default weekly schedules and override them for specific dates when needed.

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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 from the sidebar
2. Click Edit on the team member
3. Select the Working Hours tab
4. You’ll see the current week’s schedule with each day’s shifts

From the Team Schedule Page:

1. Go to Team → Schedule
2. Click the settings icon next to a team member
3. Select Edit Default Schedule

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Setting Up a Weekly Schedule

1. In the Working Hours tab, you’ll see a weekly view showing Monday through Sunday
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

Use Case: This is perfect for lunch breaks, mid-day appointments, or staff 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 the Working Hours tab, select a Start Date
2. Configure the new weekly schedule
3. Click Save
4. 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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Apply to All Days

When configuring working hours, use the copy icon next to any day’s time settings to quickly apply those hours to all other open days. 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 (defaults to the beginning of the current week)
3. Click Save to apply the changes
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 → Edit the team member
2. In the Working Hours tab, find the day you want to modify
3. Click the menu (three dots) next to that day
4. Select Custom Hours
5. Set the Date (confirms the specific date)
6. Add one or more shifts with start and end times
7. Click Save

From the Team Schedule Page:

1. Go to Team → Schedule
2. Find the team member and date in the grid
3. Click on the cell or use the quick menu
4. Select Edit This Day
5. Configure the custom hours
6. Click Save

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Visual Indicators for Custom Hours

Custom hours are clearly marked in the system:

• In the Working Hours tab: Shows an “Overridden” 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 Working Hours Tab:

1. Click the menu on the day with custom hours
2. Select Delete Custom Hours
3. The day reverts to the default schedule

From Team Schedule:

1. Click on the cell with custom hours
2. Select Clear Custom Hours from the menu
3. The schedule reverts to defaults

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Managing Time Off

Time off allows you to record when team members are unavailable due to 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 → Edit the team member
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 → Schedule
2. Find the team member and date
3. Click on the cell or use the quick menu
4. Select Add Time Off
5. Complete the form and save

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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 → Edit the team member
• 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 from 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)
• Date and time: Appointment start and end time (in your business timezone)
• Description: Client contact details (phone, email), service details with prices, appointment notes, and total

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Security Considerations

• The URL contains a unique secure token that grants access to the team member’s appointments
• If you believe a URL has been compromised, you can regenerate it (this will invalidate the old URL)
• Calendar applications cannot modify appointments—the feed is read-only

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Regenerating a Calendar Feed URL

If you need to invalidate an existing calendar feed URL (e.g., if it was shared accidentally):

1. Generate a new URL by clicking Get Calendar URL again
2. The system will create a new unique URL
3. The old URL will no longer work
4. Update any calendar subscriptions with the new URL

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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
• The feed includes appointments from 30 days in the past to 90 days in the future
• Cancelled appointments are automatically excluded from the feed

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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 the Team section from 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, admins and owners can access 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-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.

Archived team members cannot be assigned to new appointments and do not appear in the scheduler.

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Viewing Archived Team Members

Use the status filter on the Team 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.

When a team member is restored, they are automatically re-added to all services.

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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 BellaBooking? A: When adding or editing a member, enable “Access enabled” and assign them a role (Admin, Receptionist, or Team Member). Make sure to provide their email address for login. Each role has customisable permissions — see Team Permissions. Q: Can I change a team member’s role after adding them? A: Yes! Edit the team member’s profile and change their role, then save. You can choose from Owner, Admin, Receptionist, or Team Member. Q: What permissions does each role have? A: Each role comes with sensible defaults, but all roles except Owner can be fully customised. Toggle over 30 individual permissions across appointments, clients, catalogue, sales, reports, settings, and more. See Team Permissions for the full breakdown. 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: Click the Edit icon next to the member in the team list. Update the contact info and save. 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. 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 → 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 repeat at different intervals (e.g., Monday every 2 weeks, Saturday every 2 weeks) — 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 → 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: Use the Calendar Feed feature. 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 (Google Calendar, Apple Calendar, Outlook) as a subscription. Appointments will sync automatically. Q: What’s the difference between iCal Export and Calendar Feed? 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 subscription URL that automatically syncs ongoing appointments to your calendar app. 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: Admins and owners can access 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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