How can I add an employee?

Adding an employee

Add a new employee in the Employees tab with the Add an employee button. The form has five sections. Only the first and last name are required; you can fill in the rest now or later. When you're done, click Add at the bottom of the page.

Basic information

In this section you enter:

• the employee's photo (the Select button),
• first and last name,
• email and phone number,
• Calendar events color,
• Function, shown to customers next to the employee's name.

The color marks all of this employee's bookings in the calendar. Once you know who has which color, you can see at a glance who is busy and who is still free.

Services and availability schedule

The This employee is visible to customers and accepts bookings through the online calendar checkbox decides whether customers can book this person on your website. If you clear it, the employee stays in the panel but doesn't appear in the booking calendar.

Below it, pick the services this employee performs and their availability schedule. Without services, customers can't book with this person; without a schedule, they won't see any free slots. You can create a new schedule right away with the + button next to the schedule list.

Profile visible to customers

Here you add a description and links to the employee's Facebook, X, Instagram, YouTube, LinkedIn and TikTok profiles. The preview next to the form shows what customers will see. In the booking calendar a longer description folds behind a Show more link or sits behind the arrow next to the name. The Team section of your website shows the whole description.

Access to the Calendesk panel

Check The employee can log in to the Calendesk panel if the employee should manage their own bookings. Then give them a role in the Select function field. Below the field, a table compares the roles and highlights the column of the role you picked. Only the account administrator can grant panel access and roles.

The roles:

• Employee (restricted) sees their own calendar and bookings. They see customer details only when adding a booking, and payments only for their own bookings. They can't see other employees' calendars.
• Employee (trusted) sees all employees' calendars and handles payments for all bookings. They can edit customer details but not delete them, and they can only view employees, services and the website.
• Manager has access to the whole panel, including employees, services, the website and account settings, but not to the Calendesk plan and invoices.
• Administrator has access to everything.

When you grant access, keep Send the employee a link to set a password checked. The link goes to the employee's email in their language and works for 7 days, which is why an email address is needed for panel access.

Advanced settings

Under Language and time zone you set the language of the employee's panel and system emails, and the time zone of their panel. Booking notifications go out in the language of your templates. Empty fields mean the account-wide settings. If these fields are greyed out, turn them on first in the platform settings.

Maximum gap between bookings sets how far from an existing booking a customer can pick a slot. It only applies on days when someone has already booked. By default the gap set on each service applies; switch on a custom gap for this employee to override it.

First employee login

An employee with panel access gets an email with a link to set a password. After setting it, they log in at https://admin.calendesk.com/en/.

If the link has expired, the employee can click Forgot your password? on the login page and enter their email. You can also change the password yourself: in the employee list, open the Manage menu and choose Set a new password.

Note: if The employee can log in to the Calendesk panel isn't checked in the employee's profile, no link is sent and the employee can't set a password.