Learn how to add staff, assign services, set weekly and date-specific hours, enable service-specific pricing, and apply appointment limits in GHL Customer Care.
6 min read1,393 words8 explained imagesUpdated Wed, 8 Jul at 4:12 AM
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Set up staff inside Services to control who can be booked, when they’re available, and which services they handle. This article walks through adding staff, assigning them to services and defining availability.
The Staff panel allows you to manage the individuals responsible for delivering services. Whether you’re working solo or running a team, staff profiles are critical to booking functionality. Only services assigned to active, available staff members can be booked by customers.
You can define staff details, assign services, set working hours, and configure availability with precision to ensure smooth scheduling.
Key Benefits of Configuring Staff
Organizing staff at the Services level ensures bookings follow the right person’s schedule and options.
Staff Visibility: Assign services to make a staff member appear in the booking flow for specific services.
Centralized Availability: Manage each staff member’s hours and availability in one place.
Flexibility: Create multiple time slots per day to accommodate changes such as breaks.
Service-Specific Pricing: Define pricing at the staff level for assigned services.
Appointment Limits: Limit how many appointments a staff member can receive per day.
Quick Management: Edit staff details and options anytime.
Accessing the Staff Panel
To access the staff panel, navigate to Calendar > Calendar Settings > Services > Staff
From here, you can:
View a list of staff with their name, email, phone number, and role (admin/user).
Use the search bar and sorting options to quickly find staff.
Add new staff or manage existing ones.
Share a staff member’s booking page link.
Accessing the Staff Panel (image 1 of 8)What this shows View a list of staff with their name, email, phone number, and role (admin/user).What this showsIllustrates the "Accessing the Staff Panel" section of "Configuring Staff in Services".This screenshot appears in the "Accessing the Staff Panel" section of "Configuring Staff in Services". The text alongside this image reads: View a list of staff with their name, email, phone number, and role (admin/user). Use the search bar and sorting options to quickly find staff. Add new staff or manage existing ones. Share a staff member’s booking page link. Immediately after, the guide continues: When adding or editing staff, you'll see the following fields.Image 1 of 8What this coversView a list of staff with their name, email, phone number, and role (admin/user). Use the search bar and sorting options to quickly find staff. Add new staff or manage existing ones. Share a staff member’s booking page link.
Buttons and menus referencedname, email, phone number, and rolesearch bar and sorting options
Next stepWhen adding or editing staff, you'll see the following fields:All 4 steps in this procedure
View a list of staff with their name, email, phone number, and role (admin/user).
Use the search bar and sorting options to quickly find staff.
Add new staff or manage existing ones.
Share a staff member’s booking page link.
Adding a Staff Member
When adding or editing staff, you'll see the following fields:
Basic Details:
Profile Picture – Upload an image to represent staff on booking/scheduling pages.
First & Last Name(required) – Shown internally and on the booking interface.
Email(required) – Must be unique; used for login and notifications.
Phone Number – Optional.
Timezone – Determines the timezone the staff member works in.
Custom URL – Generate a unique booking link for the staff member.
Default Availability - Configure base working hours (e.g., 9:00 AM – 5:00 PM).
Default availability is the baseline schedule applied to a staff member whenever they are added to a service. Think of it as the “starting point” for their working hours.
Without availability, services assigned to a staff member cannot be booked — so setting it up is essential.
Default availability ensures that the staff member is bookable across all services right away.
You can override or refine this schedule later using Weekly Working Hours (for recurring patterns) or Date-Specific Hours (for one-off adjustments).
Example: If Hannah’s default availability is set to Mon–Fri, 9:00 AM – 5:00 PM, then whenever she’s assigned to a service, those hours will automatically be used. You can later edit her schedule if she works shorter hours for a specific service or takes a day off.
Adding a Staff Member (image 2 of 8)What this shows Example: If Hannah’s default availability is set to Mon–Fri, 9:00 AM – 5:00 PM, then whenever she’s assigned to a service, those hours…What this showsIllustrates the "Adding a Staff Member" section of "Configuring Staff in Services".This screenshot appears in the "Adding a Staff Member" section of "Configuring Staff in Services". The text alongside this image reads: Example: If Hannah’s default availability is set to Mon–Fri, 9:00 AM – 5:00 PM, then whenever she’s assigned to a service, those hours will automatically be used. You can later edit her schedule if she works shorter hours for a specific service or takes a day off. Immediately after, the guide continues: Default availability helps new staff become bookable faster by giving each newly assigned service user a starting schedule right away. This reduces setup friction and makes it easier to test the booking experience without manually….Image 2 of 8What this coversExample: If Hannah’s default availability is set to Mon–Fri, 9:00 AM – 5:00 PM, then whenever she’s assigned to a service, those hours will automatically be used. You can later edit her schedule if she works shorter hours for a specific service or takes a day off.
Buttons and menus referencedProfile PictureFirst & Last NameEmailPhone NumberTimezoneCustom URLDefault AvailabilityDefault availabilityoverride or refineWeekly Working HoursDate-Specific HoursMon–Fri, 9:00 AM – 5:00 PM
Next stepDefault availability helps new staff become bookable faster by giving each newly assigned service user a starting schedule right away. This reduces setup friction and makes it easier to test the booking experience without manually configuring hours first.All 7 steps in this procedure
Profile Picture – Upload an image to represent staff on booking/scheduling pages.
First & Last Name (required) – Shown internally and on the booking interface.
Email (required) – Must be unique; used for login and notifications.
Phone Number – Optional.
Timezone – Determines the timezone the staff member works in.
Custom URL – Generate a unique booking link for the staff member.
Default Availability - Configure base working hours (e.g., 9:00 AM – 5:00 PM).
Default Availability When Adding Staff to a Service
Default availability helps new staff become bookable faster by giving each newly assigned service user a starting schedule right away. This reduces setup friction and makes it easier to test the booking experience without manually configuring hours first.
When a new staff member is added to a service, GHL Customer Care now automatically applies a default availability of 9:00 AM to 5:00 PM.
This helps:
make the service visible on the booking page sooner
reduce manual setup during initial service configuration
allow teams to experience the booking flow immediately
After the staff member is added, you can continue adjusting their availability as needed based on your business hours and scheduling preferences.
Editing a Staff Member / Advanced Settings
Click the pencil icon next to any staff member to edit. You can update their profile, assign services, configure availability, and set advanced options.
1. Basic Details
This tab allows you to make changes to the staff member's core profile fields:
Update name, email, phone number, or profile picture
Adjust the staff member’s timezone
Set or change the custom booking URL
Configure their default availability
1. Basic Details (image 3 of 8)What this shows Update name, email, phone number, or profile picture Adjust the staff member’s timezone Set or change the custom booking URL Configure…What this showsIllustrates the "1. Basic Details" section of "Configuring Staff in Services".This screenshot appears in the "1. Basic Details" section of "Configuring Staff in Services". The text alongside this image reads: Update name, email, phone number, or profile picture Adjust the staff member’s timezone Set or change the custom booking URL Configure their default availability. This part of the guide covers 2 fields, listed below. Immediately after, the guide continues: In the Assign Services tab, you can select one or multiple services the staff member will provide.Image 3 of 8What this coversUpdate name, email, phone number, or profile picture Adjust the staff member’s timezone Set or change the custom booking URL Configure their default availability
Fields in this part of the guideAdjust the staff member’s timezoneConfigure their default availability
Next stepIn the Assign Services tab, you can select one or multiple services the staff member will provide
Example values
Adjust the staff member’s timezone
America/Chicago
Illustrative values showing the expected format. They are not read from the screenshot.
All 4 steps in this procedure
Update name, email, phone number, or profile picture
Adjust the staff member’s timezone
Set or change the custom booking URL
Configure their default availability
2. Assigning Services
In the Assign Services tab, you can select one or multiple services the staff member will provide
Service-Specific Pricing (New): Adjust prices for each service if this staff member charges differently.
Appointment Limits (New): Optionally cap the number of appointments per day/week/month that can be assigned to this staff member.
Note: Assigning services is mandatory for the staff to appear in the booking flow.
3. Weekly Working Hours (image 4 of 8)What this shows Note: Assigning services is mandatory for the staff to appear in the booking flow.What this showsIllustrates the "3. Weekly Working Hours" section of "Configuring Staff in Services".This screenshot appears in the "3. Weekly Working Hours" section of "Configuring Staff in Services". The text alongside this image reads: Note: Assigning services is mandatory for the staff to appear in the booking flow. This part of the guide covers 1 field, listed below. Immediately after, the guide continues: The Weekly Working Hours tab allows you to configure the staff member’s regular availability.Image 4 of 8What this coversNote: Assigning services is mandatory for the staff to appear in the booking flow.
Fields in this part of the guideAssign services which would be provided during these slots
Buttons and menus referencedWeekly Working Hours
Next stepThe Weekly Working Hours tab allows you to configure the staff member’s regular availability:All 4 steps in this procedure
Set the working days in a week
Add multiple time slots per day
Assign services which would be provided during these slots
Assign locations wherein the service would be provided during these slots
3. Weekly Working Hours
The Weekly Working Hours tab allows you to configure the staff member’s regular availability:
Set the working days in a week
Add multiple time slots per day
Assign services which would be provided during these slots
Assign locations wherein the service would be provided during these slots
Breaks can be created by inserting separate work periods (e.g., 9:00–11:00 and 12:00–5:00).
3. Weekly Working Hours (image 5 of 8)What this shows Breaks can be created by inserting separate work periods (e.g., 9:00–11:00 and 12:00–5:00).What this showsIllustrates the "3. Weekly Working Hours" section of "Configuring Staff in Services".This screenshot appears in the "3. Weekly Working Hours" section of "Configuring Staff in Services". The text alongside this image reads: Breaks can be created by inserting separate work periods (e.g., 9:00–11:00 and 12:00–5:00). This part of the guide covers 1 field, listed below. Immediately after, the guide continues: Override weekly hours for special days.Image 5 of 8What this coversBreaks can be created by inserting separate work periods (e.g., 9:00–11:00 and 12:00–5:00).
Fields in this part of the guideAssign services which would be provided during these slots
Buttons and menus referencedWeekly Working Hours
Next stepOverride weekly hours for special days:All 4 steps in this procedure
Set the working days in a week
Add multiple time slots per day
Assign services which would be provided during these slots
Assign locations wherein the service would be provided during these slots
4. Date-Specific Hours
Override weekly hours for special days:
Mark the staff as available or unavailable for any specific time/day
Define custom time blocks for specific dates
These can be configured for specific services and locations as well
Non-consecutive dates are split into separate entires
Use this for one-off adjustments like holidays, special events, or ad hoc scheduling changes.
4. Date-Specific Hours (image 6 of 8)What this shows Use this for one-off adjustments like holidays, special events, or ad hoc scheduling changes.What this showsIllustrates the "4. Date-Specific Hours" section of "Configuring Staff in Services".This screenshot appears in the "4. Date-Specific Hours" section of "Configuring Staff in Services". The text alongside this image reads: Use this for one-off adjustments like holidays, special events, or ad hoc scheduling changes. This part of the guide covers 2 fields, listed below. Immediately after, the guide continues: When you need the same hours across several days (for example, holiday hours), you can apply date-specific hours in bulk.Image 6 of 8What this coversUse this for one-off adjustments like holidays, special events, or ad hoc scheduling changes.
Fields in this part of the guideDefine custom time blocks for specific datesNon-consecutive dates are split into separate entires
Next stepWhen you need the same hours across several days (for example, holiday hours), you can apply date-specific hours in bulk:All 4 steps in this procedure
Mark the staff as available or unavailable for any specific time/day
Define custom time blocks for specific dates
These can be configured for specific services and locations as well
Non-consecutive dates are split into separate entires
5. Add Date-Specific Hours for Multiple Dates:
When you need the same hours across several days (for example, holiday hours), you can apply date-specific hours in bulk:
In the Date-Specific Hours tab, select multiple dates in the date picker.
Set the start time and end time.
Select the services and locations you want these hours to apply to.
Apply the changes to add the same date-specific hours across all selected dates.
5. Add Date-Specific Hours for Multiple Dates: (image 7 of 8)What this shows In the Date-Specific Hours tab, select multiple dates in the date picker.What this showsIllustrates the "5. Add Date-Specific Hours for Multiple Dates:" section of "Configuring Staff in Services".This screenshot appears in the "5. Add Date-Specific Hours for Multiple Dates:" section of "Configuring Staff in Services". The text alongside this image reads: In the Date-Specific Hours tab, select multiple dates in the date picker. Set the start time and end time. Select the services and locations you want these hours to apply to. Apply the changes to add the same date-specific hours across all selected dates. Immediately after, the guide continues: After you apply date-specific hours in bulk, GHL Customer Care groups the dates to keep the list easier to manage.Image 7 of 8What to chooseIn the Date-Specific Hours tab, select multiple dates in the date picker. Set the start time and end time. Select the services and locations you want these hours to apply to. Apply the changes to add the same date-specific hours across all selected dates.Next stepAfter you apply date-specific hours in bulk, GHL Customer Care groups the dates to keep the list easier to manage:All 4 steps in this procedure
In the Date-Specific Hours tab, select multiple dates in the date picker.
Set the start time and end time.
Select the services and locations you want these hours to apply to.
Apply the changes to add the same date-specific hours across all selected dates.
How date grouping works:
After you apply date-specific hours in bulk, GHL Customer Care groups the dates to keep the list easier to manage:
Consecutive dates are grouped into one entry.
How date grouping works: (image 8 of 8)What this shows Consecutive dates are grouped into one entry.What this showsIllustrates the "How date grouping works:" section of "Configuring Staff in Services".This screenshot appears in the "How date grouping works:" section of "Configuring Staff in Services". The text alongside this image reads: Consecutive dates are grouped into one entry. Immediately after, the guide continues: There are three levels of availability you can set for staff.Image 8 of 8What this coversConsecutive dates are grouped into one entry.Next stepThere are three levels of availability you can set for staff:
Understanding Availability
There are three levels of availability you can set for staff:
Default Availability: A baseline schedule that’s applied automatically whenever a staff member is assigned to a service for the first time. Think of it as a quick-start helper.
Weekly Working Hours: The staff member’s actual recurring schedule. This is what truly controls when they’re bookable week after week.
Date-Specific Hours: One-off overrides for special cases like holidays, events, or temporary changes.
Type
What It Means
When It’s Used
Example
Default Availability
A template schedule applied across all services when staff are first assigned. It auto-fills weekly hours so services are bookable immediately.
To avoid adding the same schedule manually every time a staff member is added to a service.
Hannah’s default is Mon–Fri, 9 AM–5 PM. When she’s added to any service, those hours appear automatically.
Weekly Working Hours
The staff member’s real weekly schedule, which can be edited per service. This is what determines ongoing bookability.
To customize availability for each service, or adjust to reflect the staff’s actual working routine.
Hannah changes her weekly hours so she works Mon–Thu, 10 AM–4 PM for Massage, but Fri 12–6 PM for Hair Cut.
Date-Specific Hours
One-time overrides that replace weekly/default availability for a given date.
To handle exceptions like holidays, time off, or temporary extra shifts.
Hannah marks herself unavailable on May 27th for a personal event.
Best Practices
Always assign staff to at least one active service and location for them to be bookable.
Ensure that the staff has availability set for the assigned services for them to be bookable.
Frequently Asked Questions
Q: How do I set lunch breaks or mid-day gaps?
In Weekly Working Hours, add multiple time slots for the day (e.g., 9:00 AM–12:00 PM and 1:00 PM–5:00 PM).
Q: How do I let customers pick which staff member to book with? Turn on Allow customers to pick who they book with in Global Settings → Booking Page.
Q: If I set both Weekly Working Hours and Date-Specific Hours, which one wins? Date-Specific Hours override Weekly Working Hours for the selected date(s). Use this for holidays, special events, or one-off exceptions
