1. Booking Platform
  2. Usage guides
  3. Using calendars
  4. Using the schedule grid
  5. Managing sessions using the schedule grid

How to assign staff members to sessions from the schedule grid

Updated

Learn how to manually assign staff members to sessions to improve staff scheduling and productivity.

Read further to learn how to assign staff members from the schedule grid, unassign staff members from a session, notify staff members of assignments, or find answers to frequently asked questions.

Callout icon of an open book, indicating additional learning resources. New to the schedule grid? Read the article Managing sessions using the schedule grid to learn more.

 

Assigning staff members to sessions

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Follow these steps to manually assign a staff member to a session from the schedule grid:

  1. Go to the Schedule Grid (Calendar > Schedule Grid).
  2. Select a session on the grid with active bookings to open its drawer.

    Schedule grid page with annotation highlighting choosing a session tile with active bookings.
     
  3. Open the Staff dropdown menu.

    Schedule grid session drawer with annotation highlighting the staff assignment menu for selection.
     

  4. Place a check mark next to one or more staff members to assign them to the session.

    Schedule grid session drawer with annotation highlighting the selection of a staff account entry.

     

    Callout icon of an open book outline, indicating a note. A search field is available where you can search by staff name or email address.

    Place a checkmark next to a staff member(s) to select them, or click the Select # button to select all search result entries. Click the Deselect # button to uncheck all search result entries. Click the Reset button to start your search over.

    Schedule grid session drawer with annotation highlighting the search field and its displayed results.

     

  5. Select the Confirm button to save any changes. The system updates the session card and session drawer staff field to show the currently assigned staff member(s).

    Schedule grid session drawer with an annotation highlighting the staff assignment menu displaying results.
     

    Callout icon of an open book outline, indicating a note.

    Know the following:
     

    • Staff assignments on a session tile and the staff assignment drop-down menu in a session drawer only show when the Show staff assignment on calendars setting is enabled at Account > Setup > Configuration. The system enables this setting by default.

      Configuration tab in the Setup page with an arrow pointing to the ‘Session Staff Assignments’ setting to indicate selection.
       
    • You can hover your pointer over the assigned staff member(s) on a session tile to see the full list of names without opening the session drawer.

 

Unassigning staff members from sessions

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Follow these steps to manually unassign a staff member from a session from the schedule grid:

  1. Go to the Schedule Grid (Calendar > Schedule Grid).
  2. Select a session on the grid with active bookings to open its drawer.

    Schedule grid page with annotation highlighting choosing a session tile with active bookings.
     
  3. Open the Staff dropdown menu.

    Schedule grid session drawer with an annotation highlighting the staff assignment menu displaying results.
     

  4. Uncheck one or more previously selected staff members to unassign them from the session.

    Schedule grid session drawer with annotation highlighting the deselection of a staff account entry.
     

    Callout icon of an open book outline, indicating a note. A search field is available where you can search by staff name or email address.

    Uncheck a staff member(s) to deselect them, or click the Deselect # button to uncheck all search result entries. Click the Reset button to start your search over.

    Schedule grid session drawer with annotation highlighting the search field and its displayed results.

     

  5. Select the Confirm button to save any changes. The system updates the session card and session drawer staff field to show the currently assigned staff member(s), if any.

    Schedule grid session drawer with an annotation highlighting the staff assignment menu displaying results.
     

    Callout icon of an open book outline, indicating a note.

    Know the following:
     

    • Staff assignments on a session tile and the staff assignment drop-down menu in a session drawer only show when the Show staff assignment on calendars setting is enabled at Account > Setup > Configuration. The system enables this setting by default.

      Configuration tab in the Setup page with an arrow pointing to the ‘Session Staff Assignments’ setting to indicate selection.
       
    • You can hover your pointer over the assigned staff member(s) on a session tile to see the full list of names without opening the session drawer.

 

Notifying staff of assignments

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The system automatically sends the assigned staff member an email notification informing them of session reassignments. 
 

Callout icon of an open book outline, indicating a note. You can confirm the staff member's email address within the User Account area (Account > User Accounts > Staff Accounts).

 

Example of an assigned email

Example of a received email showing a staff assignment for an active session.

 

Example of an unassigned email

Example of a received email showing a staff unassignment for an active session.

callout-icon-note-mvp.png You cannot modify the staff assignment email template.

 

Frequently asked questions

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Where can I find this feature using the menu?

  • Calendar > Schedule Grid

What permissions are required to use this feature?

  • Admin permissions or restricted permissions to View calendars.

Can I assign the same staff member to multiple sessions?

  • Yes, you can assign a staff member to multiple sessions.

Who can assign a session to a staff member?

  • Only admins can assign a session to a staff member(s).

Are staff session assignment actions logged?

  • Staff assignment/unassignment actions, including sent email notifications, are logged in the Account Activity report (Analytics > Account Activity).