Staff Management - Help Center

Staff members are the people who perform your services. After adding a staff member, you can assign services, set their availability, manage bookings, and track payouts.

Adding a Staff Member

From the sidebar, go to Management.
Click Staff.
Click Add Staff in the top-right corner.

You can also access the Staff page directly from Staff.

Enter the following information in the form:

First Name: Enter the staff member's first name.
Last Name: Enter the staff member's last name.
Email: Enter their email address.
Phone Number: Enter their phone number if needed.
Profile Image: Upload a profile image if desired.
Bio: Add a short description about the staff member.
Active: Enable this option if the staff member is currently active.

Click Add Staff Member to create the staff profile.

Important: Adding a staff member is only the first step. You must also assign their services and set their availability before Booky AI can use them for bookings.

Open a Staff Member's Profile

From the Staff page, find the staff member you want to configure and click View. You will be taken to their Staff Detail page.

The Staff Detail page contains five sections:

Staff Info
Availability
Services Offered
Bookings
Payouts

1. Staff Info

The Staff Info section shows the information entered when the staff member was created. You can update their information whenever needed.

Staff members can also connect their Google Calendar so Booky AI can sync booking information with their calendar.

Google Calendar: The staff member must have a Booky AI user account to connect their Google Calendar. The connection is completed from their own account.

2. Set Staff Availability

The Availability section controls when a staff member is available to accept bookings.

Weekly Schedule

Set the staff member's regular working hours for each day of the week. These weekly rules repeat automatically unless a specific holiday or off day overrides them.

For example:

Monday to Friday: 9:00 AM to 5:00 PM
Saturday: Off
Sunday: Off

You can use the week navigation to view and manage availability for future weeks.

Holidays and Off Days

Use Holidays/Off Days to mark specific dates when a staff member is unavailable. These dates override the regular weekly schedule.

Example: If a staff member normally works on Monday but is taking a specific Monday off, add that date as an off day. Booky AI will not consider them available on that date.

3. Assign Services

Staff members must be assigned to the services they can perform. This helps Booky AI select the appropriate staff member when creating a booking.

Open the Services Offered section.
Click Assign Service.
Select the service the staff member can provide.
Click Assign.

Important: Make sure each staff member is assigned to the services they actually provide. This information is used when Booky AI selects a staff member for a job.

4. View Assigned Bookings

The Bookings section shows appointments assigned to the staff member, including the customer, service, appointment time, and booking status.

This gives you a quick view of the staff member's assigned work.

5. View Staff Payouts

If your staff members are paid based on completed bookings, the Payouts section helps you track their earnings.

It shows:

Pending Payouts: Amounts that are still pending.
Paid Payouts: Amounts that have already been paid.
Total Earned: The staff member's total recorded earnings.

Staff Portal

You can also invite staff members to use the Staff Portal. Staff members invited to the portal can manage their own staff-related information and settings without accessing your main business management area.

We will cover how to invite staff members to the Staff Portal in a separate article.

Complete Your Staff Setup

For each staff member, make sure you have added their information, assigned their services, and configured their availability. This allows Booky AI to correctly match bookings with available staff members.