Multi-Staff Bookings

What is a Multi-Staff Booking?

A multi-staff booking is when you assign multiple people to work on the same job at the same time. Instead of creating separate bookings for each person, you create one booking and assign everyone to it.

Common examples:

• Two technicians installing a ducted system
• Installer and apprentice working together
• Team of three doing a large commercial job

Everyone sees the same booking on their calendar.

When to Use Multi-Staff Bookings

Use one booking with multiple staff when people are actually working together on the same job at the same location and time - it's a genuine team effort where they need each other.

Create separate bookings when different people are working on different parts of the job, working at different times, or when one person starts and another finishes later. The key is whether they're truly working together or just working on the same overall job.

Creating a Multi-Staff Booking

Method 1: Assign Multiple Staff at Creation

1. Drag on the calendar or click "+ New Booking"
2. Select the job and set the time
3. In the Staff section, you'll see all available team members
4. Check the box next to each person you want to assign
5. You can select as many staff as needed
6. Click "Create Booking"

The booking appears on all selected staff members' calendars.

[IMAGE PLACEHOLDER: Create Booking modal with multiple staff checkboxes selected]

Method 2: Add Staff to Existing Booking

1. Find the booking on the calendar
2. Double-click to open booking details
3. Click "Edit" or the staff section
4. Check boxes for additional staff members
5. Click "Save" or "Update"

New staff members are added immediately.

[IMAGE PLACEHOLDER: Booking details modal showing staff list with add/remove options]

How Multi-Staff Bookings Appear

On the Calendar

Timeline Day/Week View (Staff as Rows):

• The booking appears in multiple rows - one for each assigned staff member
• Same color and title in each row
• Shows it's the same booking, just duplicated visually

Grid Day/Week View (Staff as Columns):

• The booking appears in multiple columns - one for each staff member
• Same time slot, different columns
• Easy to see who's working together

Month View:

• Only shows once per day (doesn't duplicate per staff)
• Hover to see all assigned staff members

[IMAGE PLACEHOLDER: Timeline view showing same booking in multiple staff rows]

Visual Indicators

Multi-staff bookings show:

• Multiple names when you hover
• Crew icon or badge (in some views)
• All staff listed in the booking details

Moving Multi-Staff Bookings

When you drag a multi-staff booking to a new time, you'll see a warning modal:

The Warning Modal

What it says: "This booking is assigned to [X] staff members:

• John Smith
• Sarah Jones

Moving this booking will update the schedule for all assigned staff members."

Your options:

• Confirm - Move the booking for everyone
• Cancel - Don't move it

[IMAGE PLACEHOLDER: Multi-staff warning modal with staff names listed]

Why the Warning?

Moving a multi-staff booking affects multiple people's schedules. The warning ensures you don't accidentally:

• Double-book someone on the team
• Create a conflict you didn't intend
• Move work without realizing it impacts the whole crew

What Happens When You Confirm

When you move a multi-staff booking:

1. The booking time changes for all assigned staff
2. Everyone's calendar updates at once
3. If a conflict is detected for any staff member, you'll see a conflict warning
4. You can override conflicts or cancel the move

Removing Staff from a Booking

Sometimes you need to remove someone from a multi-staff booking:

How to remove:

1. Open the booking (double-click on calendar)
2. Find the staff member in the list
3. Uncheck their box or click the remove (X) button
4. Save changes

What happens:

• The booking disappears from that person's calendar
• Other staff remain assigned
• Booking continues for everyone else

[IMAGE PLACEHOLDER: Booking staff list with remove icons]

Changing Staff on a Multi-Staff Booking

Replacing One Team Member

If someone is sick or unavailable:

1. Open the booking
2. Uncheck the unavailable person
3. Check the replacement person
4. Save

Calendar updates immediately for both people.

Splitting to Separate Bookings

If you realize staff need separate bookings (different times, etc.):

1. Open the original booking
2. Remove one staff member (uncheck them)
3. Create a new booking with different time/details
4. Assign the removed staff member to the new booking

Now you have two independent bookings.

Conflict Detection with Multi-Staff

When creating or moving a multi-staff booking, conflict checking applies to each staff member independently:

Scenario:

• You assign John and Sarah to a booking 9 AM - 12 PM
• John is available
• Sarah already has a booking 10 AM - 11 AM
• Conflict detected for Sarah only

What happens:

• Conflict modal appears showing Sarah's conflict
• You can:
  • Remove Sarah from this booking
  • Override the conflict (Sarah gets double-booked)
  • Cancel and find a different time

[IMAGE PLACEHOLDER: Conflict modal for one person in a multi-staff booking]

Viewing Multi-Staff Workload

Seeing Who's Working Together

Day and Week Views:

• Multi-staff bookings appear side-by-side in columns or stacked in rows
• Easy to see who's teaming up
• Same color and title help identify the match

Job Detail Page:

• Open a job
• Go to Bookings tab
• Each booking lists all assigned staff
• Shows entire crew at a glance

Filtering by Staff

In calendar views:

1. Use the Staff Filter dropdown
2. Select a specific staff member
3. Calendar shows only their bookings (including multi-staff ones they're part of)

Useful for checking one person's schedule without seeing everyone else's.

Best Practices

Plan multi-staff jobs in advance Don't wait until the day of. Schedule multi-staff bookings early so everyone knows they're working together.

Communicate with the team When assigning multiple people, make sure they know who else is on the job. Add notes if needed.

Use clear booking descriptions Write descriptions like "Install ducted system (2-person team)" so it's obvious it's a crew job.

Check everyone's availability first Before creating a multi-staff booking, check each person's calendar in Day view to ensure they're all free.

Don't overuse multi-staff If people are truly working independently, create separate bookings. Multi-staff should be for actual teamwork.

Common Scenarios

Scenario 1: Installer and Apprentice

Setup:

• Create booking for ducted install 8 AM - 4 PM
• Assign Senior Installer (John) and Apprentice (Mike)
• Both see the booking on their calendars
• They arrive together and work as a team

Scenario 2: Large Commercial Job

Setup:

• Create booking for commercial building 7 AM - 5 PM
• Assign 3 installers (John, Sarah, Dave)
• Add notes: "Commercial Building - 5 units - Team of 3"
• Everyone knows it's a big job requiring the whole crew

Scenario 3: Someone Calls in Sick

Problem: John is sick, but Sarah and Dave can still do the job

Solution:

• Open the booking
• Remove John from staff list
• Optionally add another person as replacement
• Adjust time estimates if needed with smaller crew

Common Questions

Can I assign different tasks to each staff member? No. Multi-staff bookings are for shared work. If people are doing different tasks, create separate bookings with clear descriptions.

How many staff can I assign to one booking? There's no hard limit, but practically you'll usually have 2-4 people max. For very large crews, consider whether everyone needs to be scheduled or if you can assign team leads.

Do all staff get notifications? Yes (if push notifications are enabled). When you create or update a multi-staff booking, everyone assigned gets notified.

Can I assign staff from different teams or departments? Yes, as long as they're all in your staff list. Multi-staff bookings work across any staff members in your business.

What if I drag a multi-staff booking in Month view? You'll see the multi-staff warning modal. Month view doesn't show per-staff rows, but the booking is still assigned to everyone and moving it affects all of them.

Can customers see who's assigned? No. Customers can't see staff assignments. This is internal scheduling only.

Related Articles

• Creating Bookings - How to create bookings
• Moving and Editing Bookings - Change times and details
• Handling Booking Conflicts - Resolve double-booking
• Using the Calendar - Navigate calendar views