The Staff Calendar
A list tells you who’s booked. A calendar tells you where the gaps are, who’s overloaded and whether you can squeeze in one more client on Thursday. The staff calendar shows every staff member side by side, and lets you move appointments, add bookings and block time by clicking right on the grid.
Open the Calendar
Go to Bookings → Appointments and click Day, Week or Month above the list. The filters and status chips still apply, so you can narrow the calendar to one service, one staff member or one status.
| View | What it shows |
|---|---|
| Day | One column per staff member for a single day, up to 20 staff. |
| Week | Seven day columns for each staff member, up to five staff side by side. The week starts on the day set in your WordPress settings. |
| Month | A month grid with each day’s appointments listed by time. Click one to open it. |
Use Previous day, Today and Next day (or the week and month versions) to move around. When there are more staff than fit, the calendar says how many aren’t shown. Pick someone under Staff to see their schedule.
Read the Grid
- Rows are 15-minute steps in your WordPress timezone, from 7:00 to 20:00. The grid stretches when appointments or working hours fall outside that range.
- Shaded time is outside that staff member’s working hours, including date-specific hours and time off.
- Overlapping appointments sit side by side in the same column.
- Cancelled and expired bookings are hidden. Click the Cancelled or Expired chip to show them.
Move an Appointment
Drag a confirmed appointment to another time or another staff member’s column. If you prefer the keyboard, use the appointment’s Move button instead. Both open the Move appointment dialog:
- Check the Staff, Date and Time.
- Enter a Reason for this change. It’s recorded in the appointment timeline.
- Tick Move outside published availability if the new time is outside working hours, notice or the booking horizon.
- Click Move appointment.
The customer gets an email about the change. When you move an appointment to another staff member, reminders are reissued, the event leaves the old host’s Google Calendar and appears on the new host’s. The price and length the customer booked stay the same.
Capacity, overlapping appointments and daily or weekly booking limits always apply, even with the override ticked. Without it, the new time must be one of the published times. A move to another staff member must also be free on that person’s connected Google Calendar.
Add a Booking or Block Time
Click empty time in a staff member’s column and choose:
- Add appointment here: opens the add form with that staff member and time already filled in, converted to their timezone.
- Block this time: closes a range on that day. Check the Staff, Date, From and To, add a Reason and click Block time. Use it for a team lunch, a dentist visit or a training session.
The toolbar’s Block time button opens the same form without clicking the grid.
Blocked time is saved as date-specific hours on the staff profile, with your reason in its revision history. Blocking a whole working day turns it into time off. Existing appointments keep their times, and the result tells you how many overlap. To reopen the time, remove that date’s row under Date-specific hours in Bookings → Staff.
Who Can Do What
- Managers see every active staff member, move appointments between staff and block anyone’s time.
- Staff see only their own column and can move their own appointments to another time.
- Staff can block their own time only if a manager ticked Allow this staff member to manage their own availability on their profile.
Limits
Some appointments can change time but can’t move to another staff member. Cancel them and add a new appointment instead:
- Group session seats, because they belong to the session’s host.
- Appointments with a Google Meet or Zoom link, because the meeting belongs to its host.
- Collective meetings, because every host attends.
A blocked range must fit inside one day in the staff member’s timezone. The day, week and month views each show up to 1,000 appointments, so use filters or the list on very busy schedules. Staff who want their bookings in Google Calendar or Outlook can connect them, as covered in Connect Google Calendar, Google Meet and Zoom.