Your team
People need only a name to be booked. Set their hours and time off, choose who does what, link their Kards and, in an organization, give logins to those who want one.
Everyone clients can book is a person on your team, and a person needs only a name: nobody has to sign up. On a calendar of your own with only you on it, the same page is called Availability and holds your hours, special days and time off.
Add someone
Open Calendar → Team → Add team member; the button uses your kind of business's word, such as "Add therapist" for a spa. On a calendar of your own with only you on it, a salon, spa or clinic adds the second person with "Add someone" under "Working with others?" on Availability. A name is enough. A title, phone and email are optional: a phone gives you one-tap "WhatsApp" and "Call" buttons for them, and with an email they hear about their bookings, as Reminders and messages explains.
A new person starts with your opening hours and every service. In an organization, people with a team Kard who aren't on the team yet appear under "From your team Kards", ready to add in one tap. On a wider screen, the arrows on the Team list set the order of the columns on Today. When a client lets you choose who they get, the person they saw last time comes first, then whoever has the fewest booked minutes that day; the order only settles a tie.
Hours, special days and time off
On each person's page, under "Working hours", switch each day on or off and set the times, and add a second range for a split shift or a lunch break. "Copy Monday to Tue–Fri" saves typing, and in an organization "Use opening hours" fills in the business's hours. Press "Save hours": existing appointments stay where they are.
- Special days change one date: a late shift, a half day, or "Not working that day". They replace the weekly hours for that date only.
- Time off and blocked time covers a stretch: choose "Time off", "Break" or "Blocked", tick "All day" or give times, and set the first day and, if it runs longer, the last. Clients can't book those times; the front desk can still book over them after a warning. Appointments already inside it aren't moved: the entry lists each one to move, opening it, and its count opens the first day with one.
Who does what
"Edit details" on a person's page lists the services they do; untick what they don't. Each service also has "Who does it", where a person can have their own minutes and price: a senior stylist who takes longer and charges more, say. Leave those boxes empty to use the service's own. Clients see each person's price when they choose who to book, and that person's length once they've picked them.
In an organization, link a person to their team Kard and it shows "Book with Priya", which opens that person's times directly; on the booking page the Kard's photo introduces them, with the title from their details.
The details page also has "Takes online appointments" (the last word follows your kind of business): switch it off and the person leaves your booking page, and their Kard hides its Book button, while the front desk can still book them. "Most in one day" stops online bookings for that person after that many in a day.
When someone leaves
Switch off "On the team" in their details: they leave the booking page, their past appointments stay in your history, and their private links stop working. Appointments they still have stay booked with them, and their column stays on those days, so move or cancel those first. Switching someone off doesn't end a login: if they have one, press "Remove access" too. Only someone who has never been booked can be removed outright.
Logins
An organization's calendar can give people their own logins. Open Team → Logins, or the "Login" card on a person's page, type their email and press "Send invite". The link in the email works for 14 days, only for that email address: they sign in with Google or an email and password, and join in one tap. "Resend" ("Send again" once it has expired) sends the same link for another 14 days, and "Cancel invite" ("Cancel" for the front desk) stops it.
"Remove access" ends a login. Their bookings, hours and time off stay, and their eKard account isn't deleted, but their "My day" link and calendar feed get new addresses, and a Google Calendar they connected stops syncing with this calendar.
| Login | What it can do |
|---|---|
| Admin | Everything: services, settings, the team, logins and Kards. An organization's admins have it. |
| Front desk | Every appointment, walk-ins, statuses, blocked time and clients, and marking visits paid. No services, settings, team, takings or Kards. |
| Team member | The calendar, their own appointments (arrived, completed, no-show, notes), their own hours and time off, "My day", and their own Google Calendar. They can't book, move or cancel, and see only their own clients' details. |
A team member who also runs the desk gets both: tick "Also runs the front desk" when you invite them. For a receptionist who isn't booked themselves, use "Invite someone to the front desk" on the Logins page.
Each person's day, on their phone
Every person has a private "My day" page with their appointments for today and the next 6 days, to open on a phone without logging in. It shows each client's first name and initial, the service and any alert note, never a phone number or email, and it refreshes every 5 minutes. Copy the link from the person's page or, with their phone number in their details, press "Send on WhatsApp". Anyone with the link can see the page, so "New link" replaces it at once for a lost phone or someone who left.