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# 👥 Working with Team in Appointment Bookings

If you run a business with multiple staff members — like a salon, clinic, studio, or coaching team — Hoppy Appointments lets each person have their own schedule. Customers can book with a specific team member, or you can let the app assign bookings automatically.

The team feature is useful when:

* Different staff work different hours  
* Customers prefer a specific person  
* You want to avoid double-booking across personal and shared calendars  
* Each team member needs their own booking dashboard

This guide walks you through setting up your team step-by-step.

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# **⚠️ Before You Begin**

Before setting up team members, make sure:

* The **Hoppy Appointments** app is installed  
* You have at least one service created  
* You understand the basics of service availability

ℹ️ If you’re the only person taking bookings, you can skip team setup entirely. Team features are only needed when multiple people offer the same or related services.

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# **🛠️ Step 1 — Add Team Members**

1. In your Shopify admin, open the **Hoppy Appointments** app  
2. Click **Team members** in the app menu  
3. Click **Add a teammate**  
4. Enter:  
   * **First name**  
   * **Last name**  
   * **Email address**  
5. Click **Add**

Your admin account is already included in the team list automatically and cannot be removed. This ensures there is always at least one organizer available for bookings.

💡 The email address is important — it’s used for calendar invites, portal login, and identifying the teammate across the app.

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# **🛠️ Step 2 — Set Teammate Availability**

Each teammate can have their own working hours. To set them up:

1. From the **Team members** page, click the teammate you want to configure  
2. Click the **Availabilities** tab  
3. Set their schedule:  
   * **Weekly hours** for a recurring schedule  
   * **Date-range availability** for limited-time or seasonal schedules  
4. Add any recurring **break times**  
5. Add **blocked dates** for time off, holidays, or vacations  
6. Choose the teammate’s **timezone**

The app uses these hours when calculating available time slots for any service the teammate is assigned to.

⚠️ Important:

Multiday services (like rentals or stays) cannot share the same availability group with regular or bundle services. If a teammate offers both types, create separate availability configurations for each.

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# **🛠️ Step 3 — Assign Teammates to a Service**

Once your team members have availability, assign them to the services they offer.

1. Open the service you want to configure  
2. Go to the **Availability** tab  
3. Find **Who is this availability for?**  
4. Select **Availability per teammate**  
5. A new option appears: **Assign teammates to this service**  
6. Select the teammates who offer this service  
7. Save the service

ℹ️ When **Availability per service** is selected, the service uses one shared schedule instead of individual teammate schedules.

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# **🛠️ Step 4 — Let Customers Choose a Teammate (Optional)**

By default, the app assigns bookings automatically using round-robin when no teammate is selected. If you want customers to pick their preferred person:

1. Go to **Hoppy Appointments → Settings → General**  
2. Find **General Preferences**  
3. Enable **Let customers choose a team member**

When this is enabled and a service has multiple assigned teammates, customers see a dropdown in the booking widget:

* **No preference** → The app assigns the booking using round-robin  
* **Specific teammate** → The customer books only with that person

💡 This is great for businesses where customers have a favorite staff member, like a preferred hairdresser or therapist.

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# **📅 How Bookings Get Assigned**

When a customer books a service that uses **Availability per teammate**, the app checks:

* Which teammates are assigned to the service  
* Their individual availability  
* Their breaks and blocked dates  
* Existing bookings they already have  
* External calendar conflicts (only if two-way sync is enabled)

Then it either assigns the selected teammate or picks the next available person using round-robin.

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# **🔗 Calendar Integrations (Optional)**

Team members can connect their own Google, Outlook, or Zoom accounts so that:

* Bookings are added to their personal calendar automatically  
* External calendar events can block available slots (with two-way sync enabled)  
* Meeting links like Google Meet or Zoom are generated per booking

To connect a calendar, open the teammate profile, go to the **General Settings** tab, and click the relevant integration card.

ℹ️ For detailed steps on calendar connections and automatic meeting links, see the **Meeting Locations** documentation.

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# **⚠️ Important Notes & Limitations**

* **Services in teammate mode need assigned teammates.** If you switch a service to **Availability per teammate** but don’t assign anyone, no time slots will appear on the storefront.

* **Customer-selected teammates don’t fall back.** If a customer picks a specific teammate and that person is unavailable for the chosen slot, the booking won’t automatically switch to someone else.

* **Round-robin only works with “No preference.”** When customers choose a specific teammate, round-robin is not used.

* **Two-way sync must be enabled to check external conflicts.** If a teammate connects Google or Outlook but keeps two-way sync off, the app only checks its own bookings for conflicts.

* **Multiday services need separate availability groups.** A teammate cannot share the same availability group between multiday and regular/bundle services.

* **Team portal access is permission-based.** Teammates can only log into the team portal if they have the **Can access portal** permission enabled.

* **Admin account cannot be deleted.** The store owner/admin is always part of the team as a fallback organizer.

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# **🎉 Final Result**

Once your team is set up:

✅ Each teammate has their own availability and timezone  
✅ Services can use individual schedules instead of one shared schedule  
✅ Customers can book with a specific team member or let the app assign automatically  
✅ Bookings respect breaks, time off, and existing appointments  
✅ Optional calendar integrations keep personal schedules in sync

With team scheduling in place, you can run a multi-person booking business without worrying about double bookings or missed assignments 🙌

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