Our booking widget includes a popular feature: Staff Member Selection. This function lets your clients select their preferred staff member when making appointments, offering a personalized touch to their booking experience.
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Each image has a one line explanation. Switch to full detail for the step it belongs to, the fields and buttons involved, examples and the whole procedure.
This article talks about how the feature enhances scheduling flexibility, ensuring customers can book with a specific team member while leveraging round-robin appointment distribution.
The Staff Member Selection feature in Round Robin Calendars allows clients to choose a preferred staff member when booking an appointment. The Round-Robin system fairly distributes appointments among available team members. When the Staff Selection feature is enabled:
Clients can select a specific staff member.
If no selection is made, the system will assign an available staff member based on the Round Robin logic.
The feature only works with the Neo Widget, ensuring a modern and user-friendly experience.
Key Benefits of Staff Member Selection
Improves customer experience by allowing users to book with their preferred staff.
Enhances efficiency by ensuring fair appointment distribution.
Reduces scheduling conflicts by integrating seamlessly with calendar settings.
Works with the Neo widget for an optimized booking experience.
How to Enable Staff Member Selection
The Staff Member Selection feature ensures that customers have the option to book appointments with their preferred team members while maintaining the efficiency of Round Robin scheduling. This helps businesses personalize their scheduling process, improving customer satisfaction and workload distribution among staff. Follow these steps to configure the staff selection feature in your Round Robin calendar:
Step 1: Navigate to the Calendar Settings
In your GHL Customer Care account, go to Settings → Calendars andlocate the calendar where you want to enable staff selection.Step 1 of 1: In your GHL Customer Care account, go to Settings → Calendars andlocate…What this shows Step 1 of 1: In your GHL Customer Care account, go to Settings → Calendars andlocate the calendar where you want to enable staff selection.What this showsShows what this covers for step 1 of 1 in the "Step 1: Navigate to the Calendar Settings" section of "Round Robin Calendar Staff Selection".This animation accompanies step 1 of 1 in the "Step 1: Navigate to the Calendar Settings" section of "Round Robin Calendar Staff Selection". At this point in the walkthrough you in your GHL Customer Care account, go to Settings → Calendars andlocate the calendar where you want to enable staff selection.Step 1 of 1Image 1 of 8What this coversIn your GHL Customer Care account, go to Settings → Calendars andlocate the calendar where you want to enable staff selection.
Buttons and menus referencedGHL Customer CareSettings → Calendars
Step 2: Edit the Calendar
Click on the three-dot menu next to the calendar you wish to modify.
Select Edit from the dropdown.Step 2 of 2: Select Edit from the dropdownWhat this shows Step 2 of 2: Select Edit from the dropdown.What this showsShows what to choose for step 2 of 2 in the "Step 2: Edit the Calendar" section of "Round Robin Calendar Staff Selection".This screenshot accompanies step 2 of 2 in the "Step 2: Edit the Calendar" section of "Round Robin Calendar Staff Selection". At this point in the walkthrough you select Edit from the dropdown. For context, this section explains: Click on the three-dot menu next to the calendar you wish to modify. Select Edit from the dropdown.Step 2 of 2Image 2 of 8What to chooseSelect Edit from the dropdown.
Buttons and menus referencedEdit
All 2 steps in this procedure
Click on the three-dot menu next to the calendar you wish to modify.
Select Edit from the dropdown. this image
Step 3: Enable Staff Selection
Under the Customizations section, locate the Staff Selection option.
Toggle on Allow staff selection during booking.Step 2 of 2: Toggle on Allow staff selection during bookingWhat this shows Step 2 of 2: Toggle on Allow staff selection during booking.What this showsShows what to choose for step 2 of 2 in the "Step 3: Enable Staff Selection" section of "Round Robin Calendar Staff Selection".This screenshot accompanies step 2 of 2 in the "Step 3: Enable Staff Selection" section of "Round Robin Calendar Staff Selection". At this point in the walkthrough you toggle on Allow staff selection during booking.Step 2 of 2Image 3 of 8What to chooseToggle on Allow staff selection during booking.
Buttons and menus referencedAllow staff selection during bookingCustomizationsStaff SelectionNEO
All 2 steps in this procedure
Under the Customizations section, locate the Staff Selection option.
Toggle on Allow staff selection during booking. this image
IMPORTANT: The toggle for enabling staff selection can be enabled or used only when the Calendar widget style is set to NEO.
Step 3: Enable Staff Selection (image 4 of 8)What this shows Under the Customizations section, locate the Staff Selection option.What this showsIllustrates the "Step 3: Enable Staff Selection" section of "Round Robin Calendar Staff Selection".This screenshot appears in the "Step 3: Enable Staff Selection" section of "Round Robin Calendar Staff Selection". The text alongside this image reads: Under the Customizations section, locate the Staff Selection option. Toggle on Allow staff selection during booking. Immediately after, the guide continues: To ensure the Staff Selection feature works effectively, each staff member should have their availability updated.Image 4 of 8What to chooseUnder the Customizations section, locate the Staff Selection option. Toggle on Allow staff selection during booking.
Buttons and menus referencedCustomizationsStaff SelectionAllow staff selection during bookingNEO
Next stepTo ensure the Staff Selection feature works effectively, each staff member should have their availability updated:All 2 steps in this procedure
Under the Customizations section, locate the Staff Selection option.
Toggle on Allow staff selection during booking.
Managing Staff Availability for Round Robin Selection
To ensure the Staff Selection feature works effectively, each staff member should have their availability updated:
Navigate to Subaccount Settings → My Staff. Select the staff member whose availability you want to update.
Step 1 of 2: Navigate to Subaccount Settings → My Staff. Select the staff member…What this shows Step 1 of 2: Navigate to Subaccount Settings → My Staff.What this showsShows where to go for step 1 of 2 in the "Managing Staff Availability for Round Robin Selection" section of "Round Robin Calendar Staff Selection".This screenshot accompanies step 1 of 2 in the "Managing Staff Availability for Round Robin Selection" section of "Round Robin Calendar Staff Selection". At this point in the walkthrough you navigate to Subaccount Settings → My Staff. Select the staff member whose availability you want to update. The next step is to under the Actions Tab, click on the pencil icon (Edit). Adjust their W orking hours and Timezone and save changes.Step 1 of 2Image 5 of 8Where to goNavigate to Subaccount Settings → My Staff. Select the staff member whose availability you want to update.
Buttons and menus referencedSubaccount Settings → My Staff.Staff SelectionActionsEditWorking hoursTimezone
Next stepUnder the Actions Tab, click on the pencil icon (Edit). Adjust their W orking hours and Timezone and save changes.All 2 steps in this procedure
Navigate to Subaccount Settings → My Staff. Select the staff member whose availability you want to update. this image
Under the Actions Tab, click on the pencil icon (Edit). Adjust their W orking hours and Timezone and save changes.
Under the Actions Tab, click on the pencil icon (Edit). Adjust their Working hours and Timezone and save changes.
Step 2 of 2: Under the Actions Tab, click on the pencil icon (Edit). Adjust their W…What this shows Step 2 of 2: Under the Actions Tab, click on the pencil icon (Edit).What this showsShows how to confirm for step 2 of 2 in the "Managing Staff Availability for Round Robin Selection" section of "Round Robin Calendar Staff Selection".This screenshot accompanies step 2 of 2 in the "Managing Staff Availability for Round Robin Selection" section of "Round Robin Calendar Staff Selection". At this point in the walkthrough you under the Actions Tab, click on the pencil icon (Edit). Adjust their W orking hours and Timezone and save changes.Step 2 of 2Image 6 of 8How to confirmUnder the Actions Tab, click on the pencil icon (Edit). Adjust their W orking hours and Timezone and save changes.
Buttons and menus referencedActionsEditWorking hoursTimezoneStaff SelectionSubaccount Settings → My Staff.
All 2 steps in this procedure
Navigate to Subaccount Settings → My Staff. Select the staff member whose availability you want to update.
Under the Actions Tab, click on the pencil icon (Edit). Adjust their W orking hours and Timezone and save changes. this image
Understanding how customers interact with your booking system is essential for optimizing their experience. By viewing the appointment booking process from the client's perspective, you can ensure that staff selection is working correctly and troubleshoot any potential issues before they arise.
Click on the three-dot menu next to the calendar and click on Share from the dropdown and then copy either the Scheduling Link or Permanent Link.
Step 1 of 2: Click on the three-dot menu next to the calendar and click on Share…What this shows Step 1 of 2: Click on the three-dot menu next to the calendar and click on Share from the dropdown and then copy either the Scheduling Link or Permanent Link.What this showsShows what to choose for step 1 of 2 in the "Testing the Booking Flow as a Customer" section of "Round Robin Calendar Staff Selection".This animation accompanies step 1 of 2 in the "Testing the Booking Flow as a Customer" section of "Round Robin Calendar Staff Selection". At this point in the walkthrough you click on the three-dot menu next to the calendar and click on Share from the dropdown and then copy either the Scheduling Link or Permanent Link. The next step is to open the copied link in a browser. Here the booking page will display an option to choose one of the available staff members.Step 1 of 2Image 7 of 8What to chooseClick on the three-dot menu next to the calendar and click on Share from the dropdown and then copy either the Scheduling Link or Permanent Link.
Buttons and menus referencedShareScheduling LinkPermanent Link
Next stepOpen the copied link in a browser. Here the booking page will display an option to choose one of the available staff members.All 2 steps in this procedure
Click on the three-dot menu next to the calendar and click on Share from the dropdown and then copy either the Scheduling Link or Permanent Link. this image
Open the copied link in a browser. Here the booking page will display an option to choose one of the available staff members.
Open the copied link in a browser. Here the booking page will display an option to choose one of the available staff members.
Step 2 of 2: Open the copied link in a browser. Here the booking page will display…What this shows Step 2 of 2: Open the copied link in a browser.What this showsShows where to go for step 2 of 2 in the "Testing the Booking Flow as a Customer" section of "Round Robin Calendar Staff Selection".This screenshot accompanies step 2 of 2 in the "Testing the Booking Flow as a Customer" section of "Round Robin Calendar Staff Selection". At this point in the walkthrough you open the copied link in a browser. Here the booking page will display an option to choose one of the available staff members.Step 2 of 2Image 8 of 8Where to goOpen the copied link in a browser. Here the booking page will display an option to choose one of the available staff members.
Buttons and menus referencedShareScheduling LinkPermanent Link
All 2 steps in this procedure
Click on the three-dot menu next to the calendar and click on Share from the dropdown and then copy either the Scheduling Link or Permanent Link.
Open the copied link in a browser. Here the booking page will display an option to choose one of the available staff members. this image
Frequently Asked Questions
Q: Can staff selection be used with the Classic calendar widget? No, staff selection is only available with the Neo widget.
Q: What happens if no staff is selected by the client? The Round Robin logic will automatically assign an available staff member.
Q: Can I enable this feature for multiple calendars? Yes, follow the same steps for each calendar where you want staff selection enabled.
Q: Does this setting affect how appointments are assigned? Yes, it overrides the standard Round Robin assignment when a client selects a specific staff member.
