Choose how your team members are booked

In this guide you'll learn how to determine how your team members will receive bookings.

In this article:

Let booker select the team member
Randomly assign bookings bookings to a team member
Assign bookings based on team member order

Let booker select the team member

You can allow your booker to select which team member they'd like to book time with. 

This is a recommended solution if the booker already has a working relationship with someone on your team and needs to book time directly with them. 

If the booking is rescheduled by the booker

The booking will stay with the same team member, and the booker can only select from that team member's availability. 

On your team booking page, navigate to Calendar & teams. Ensure that Teams is toggled On for your booking page.

Select the option Booker chooses team member from a list.

💡 Check the box Include "No Preference" option to show your booker the list of team members and also give them the option of viewing the combined availability of all team members. Bookings made by clicking "No preference" will be assigned at random to a team member. 

What will my booking page look like?

When allowing your booker to select the team member, the first thing your bookers will see when visiting your booking page is the list of team members when visiting your booking page. 

Adjust the Team page intro text to give more context to the booker. 

Randomly assign bookings to a team member

You can allow YouCanBook.me to randomly assign bookings to team members. 

This option will hide the list of team members from your booker, and display the combined availability of everyone on your team. Bookings will be assigned at random based on the availability of all team members. If all team members are available at a certain time, each one can receive a booking in that slot. 

If a booking is rescheduled by the booker

The originally booked team member will be considered first. If they are not available at the requested time, the booking will be rescheduled randomly with a different team member. 

On your team booking page, navigate to Calendar & teams. Ensure that Teams is toggled On for your booking page.

Select the option Booker automatically assigned team member.

What will my booking page look like?

The first thing your bookers will see when visiting your booking page is the grid of available booking times. After selecting a time, you can decide if and where the booker will see which team member they've booked with.

Assign bookings based on team member order

While still hiding the list of team members from your booker, you can prioritize assignment of bookings to team members based on the order they are listed on your booking page. 

This is a booking page level setting, so you can decide which booking pages on your account will have priority-based bookings. 

Team members at the top of the list will be given higher priority and will be booked more frequently. 

If a booking is rescheduled by the booker

The originally booked team member will be considered first. If they are not available at the requested time, the booking will be considered by the second team member on the list, and then third, etc until an available team member is found at the requested time. 

On your team booking page, navigate to Calendar & teams. Ensure that Teams is toggled On for your booking page.

Select the option Booker automatically assigned team member, and then check the box Assign team member based on order.

With this option selected, team members will be prioritized for bookings based on the order they are listed on the Calendar & teams page. By reordering team members, you are changing the prioritization of bookings on the booking page for future bookings.

To reorder your team members, click on their card, and move it up or down on the list. 

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