Team & Resource Assignment
Overview
Assigning team members and resources to services ensures proper scheduling, capacity management, and service delivery. This guide covers how to configure which staff and equipment can be used for each service.
Team Member Assignment
Why Assign Team Members?
Benefits:
Only qualified staff can be scheduled for services
Prevents booking appointments with untrained team members
Enables skill-based scheduling
Supports capacity planning
Configuration Options:
Required Assignment:
Appointment MUST have an assigned team member
Cannot create appointment without selecting staff
Best for services requiring specific expertise
Optional Assignment:
Appointment CAN have a team member, but not mandatory
Useful for services where any staff can help
Provides flexibility
No Assignment Needed:
Don't assign any team members to service
Appointment scheduling doesn't check team availability
Use for self-service or facility-based services
Assigning Team Members
To assign team members to a service:
Navigate to service → Team Members & Resources tab
Click Assign Team Members
Select team members who can perform this service
Choose Required or Optional
Save changes
Assigned Team Members:
Appear in appointment creation dropdown for this service
Their availability is checked when scheduling
Their capacity counts toward service limits
Unassigned Team Members:
Cannot be selected for appointments using this service
Hidden from dropdowns
Availability not checked
Team Member Skills & Qualifications
Use team member assignment to indicate:
Grooming certifications
Training credentials
Specialized skills (puppy handling, senior pet care)
Equipment operation (specific grooming tools)
Example:
Service: Full Groom (Large Dogs)Assigned Team Members:- Sarah (Senior Groomer) ✅- Mike (Junior Groomer) ✅- Lisa (Receptionist) ❌Service: Senior Pet GroomingAssigned Team Members:- Sarah (Certified Senior Pet Specialist) ✅- Mike ❌- Lisa ❌
Resource Assignment
Why Assign Resources?
Benefits:
Ensures required equipment/space is available
Prevents overbooking facilities
Manages capacity for rooms, kennels, grooming tables
Supports location-based scheduling
Resource Types:
Locations - Physical business locations
Rooms - Grooming salons, training areas, play spaces
Equipment - Grooming tables, tubs, dryers
Kennels - Boarding kennels, daycare pens
Vehicles - Mobile grooming vans
Configuration Options:
Required Assignment:
Appointment MUST have an assigned resource
Cannot create appointment without selecting resource
Best for capacity-limited services (kennels, grooming stations)
Optional Assignment:
Appointment CAN have a resource, but not mandatory
Provides flexibility
Good for services where resources help but aren't critical
No Assignment Needed:
Don't assign any resources to service
Appointment scheduling doesn't check resource availability
Use for mobile services or unlimited capacity services
Assigning Resources
To assign resources to a service:
Navigate to service → Team Members & Resources tab
Click Assign Resources
Select resources that can be used for this service
Choose Required or Optional
Save changes
Assigned Resources:
Appear in appointment creation dropdown for this service
Their availability is checked when scheduling
Their capacity counts toward service limits
Resource Capacity:
Each resource has a capacity setting:
Grooming table: 1 appointment at a time
Daycare room: 20 dogs simultaneously
Boarding kennel: 1 dog at a time
When resource capacity is reached, service cannot be booked for that time slot.
Assignment Strategies
Strategy 1: Skill-Based Assignment
Goal: Only qualified staff perform specialized services
Setup:
Assign only certified/trained team members to specialized services
Mark assignment as Required
System prevents untrained staff from being scheduled
Example:
Service: Aggressive Dog HandlingAssigned: Senior Trainer Sarah onlyRequirement: RequiredService: Puppy Socialization ClassAssigned: Sarah, Mike (both certified)Requirement: Required
Strategy 2: Capacity Management
Goal: Control how many appointments can be booked simultaneously
Setup:
Create resources for each grooming station/kennel
Assign resources to services
Mark as Required
System enforces capacity limits
Example:
Resources:- Grooming Table 1 (capacity: 1)- Grooming Table 2 (capacity: 1)- Grooming Table 3 (capacity: 1)Service: Full GroomAssigned Resources: Table 1, Table 2, Table 3Requirement: RequiredResult: Maximum 3 simultaneous grooming appointments
Strategy 3: Location-Based Services
Goal: Service only offered at specific locations
Setup:
Create location resources
Assign locations to services
Mark as Required
System only offers services at assigned locations
Example:
Locations:- Main Salon- Mobile Grooming Van- Partner FacilityService: Full GroomAssigned: Main Salon onlyService: Mobile GroomingAssigned: Mobile Grooming Van only
Strategy 4: Flexible Assignment
Goal: Maximum scheduling flexibility
Setup:
Assign all qualified team members
Mark as Optional
Assign all possible resources
Mark as Optional
Example:
Service: Dog WalkingTeam Members: All walkers (Optional)Resources: NoneResult: Any available walker can be scheduled, no resource limits
Team Member vs Resource Requirements
When to Require Team Members
Require team assignment when:
Service needs specific skills or certification
Managing staff capacity is important
Tracking individual performance
Labor costs vary by staff member
Make optional when:
Any staff member can perform service
Flexibility is more important than tracking
Self-service scenarios
When to Require Resources
Require resource assignment when:
Physical capacity limits exist (grooming tables, kennels)
Equipment availability matters
Location-specific services
Room/space booking needed
Make optional when:
Resources help but aren't limiting factors
Unlimited capacity services
Mobile services without fixed location
Assignment Best Practices
For Small Businesses (1-3 Staff)
Recommended:
Assign all team members to all services
Mark as Optional
Use resources only if capacity-limited
Maximize flexibility
For Medium Businesses (4-10 Staff)
Recommended:
Assign based on skills/certifications
Mark specialized services as Required
Use resources for capacity management
Balance structure with flexibility
For Large Businesses (10+ Staff)
Recommended:
Detailed skill-based assignment
Most services Required team member
Comprehensive resource management
Clear capacity limits
For Multi-Location Businesses
Recommended:
Create location-specific services OR
Assign all locations to services and filter at booking
Use location resources to enforce booking rules
Clear location-specific team assignments
Managing Assignments
Bulk Assignment
To assign multiple team members/resources at once:
Navigate to service → Team Members & Resources tab
Click Assign Team Members or Assign Resources
Select multiple items using checkboxes
Choose requirement level
Save
Removing Assignments
To unassign team members/resources:
Navigate to service → Team Members & Resources tab
Find assigned item
Click Remove/Unassign
Confirm removal
Effect:
Existing appointments with that team member/resource remain unchanged
Future appointments cannot select removed items
Changing Requirements
To change from Required to Optional (or vice versa):
Navigate to service → Team Members & Resources tab
Find assignment
Toggle requirement setting
Save
Effect on existing appointments: None
Effect on future appointments: Requirement applies immediately
Troubleshooting
"No available team members" when booking
Cause: All assigned team members are booked/unavailable
Solutions:
Assign additional team members to service
Change requirement from Required to Optional
Adjust team member working hours
Reduce team member capacity limits
"No available resources" when booking
Cause: All assigned resources are booked/at capacity
Solutions:
Assign additional resources to service
Change requirement from Required to Optional
Increase resource capacity limits
Adjust service duration/buffer to free up resources
Service appears but can't be booked
Possible causes:
Required team member but none available
Required resource but none available
All assigned team/resources at capacity
Check:
Service assignment requirements
Team member availability and capacity
Resource availability and capacity
Service eligibility restrictions
Common Questions
Q: Can a team member be assigned to some services but not others?
A: Yes, assign team members individually to each service based on skills/qualifications.
Q: What happens if I remove a team member from a service?
A: Existing appointments remain unchanged. Future appointments cannot select that team member.
Q: Can I limit how many appointments a team member can handle?
A: Yes, set team member capacity limits in Team Members settings. This applies across all their assigned services.
Q: Do resources need to be assigned to every service?
A: No, only assign resources if they're capacity-limited or location-specific. Many services don't need resource assignment.
Q: Can I assign different resources to different locations?
A: Yes, create location-specific resources and assign them to services offered at those locations.
Q: What's the difference between "Required" and "Optional" assignment?
A: Required means appointment cannot be created without selecting the assignment. Optional means it can be assigned but isn't mandatory.
Q: Can customers see which team member is assigned?
A: Yes, if booking settings allow customer team member selection. Otherwise, assignment happens behind the scenes.
Next Steps
Configure Booking Settings for customer access control
Review Service Configuration for pricing/duration
Check FAQ for additional troubleshooting