This article provides a detailed step-by-step guide on how to set up and link Staff Accounts with Google Calendar through Direct Connection for BookThatApp.
Using this type of synchronization is ideal to allow staff members to visualize their bookings through their Google Calendar and also mark through it their unavailable times for bookings.
There are 4 parts we will be covering:
- Create Staff Account
- Link Account to Google
- Associate a Staff Account to a Staff Resource
- Set capacity Based on Staff Resource
Create Staff Account
- In the BTA admin, access Settings-> Staff Accounts;
- Select Enable Staff Accounts and fill in the desired credentials for the account;
Note: The first account created is the administrator account. This is the account the store owner or administrator will use.
- Create additional staff accounts if required. Each Staff Account created will receive an email at the address specified to confirm and complete the account creation steps.
Link Account to Google
To link the Staff Account with Google, it is required authorization for BookThatApp to integrate with Google through the following steps:
- Select the Profile option under the account menu in the upper right hand corner of the BTA app;
- Select Connect under the Google tab and follow the Google's access confirmation steps:
- After completing the Google account link confirmation steps, you can then select from the dropdown selector the sub-calendar in which the Staff bookings will be displayed.
- Through the Events Colour, customize the appearance of the events in the BTA Calendar Overview which are created/present in the sub-Google Calendar. Events marked as "busy" in the Google sub-calendar will count as unavailable times for the staff to be booked any busy time in the calendar will blackout that time for any products/services that use the resource.;
- Hit Save at the end to keep the changes.
Associate a Staff Account to a Staff Resource
A Staff Account availability is linked to services configured in the app through Staff Resources.
To create a Staff Resource linked to a specific Staff Account, please follow the steps below:
- In the BTA app admin, select Settings-> Resources;
- Select Create Resource;
- Under the resource creation page, select "Staff" for the Type and the Staff Account previously created under the User dropdown list.
- Hit Save to keep the changes and to create the Staff Resource.
Set capacity Based on Staff Resource
With the Staff Resource created and linked to the Staff Account associated with Google Calendar, it is now possible to assign it to Services configured in BTA to control their availability and capacity.
- To assign the Staff Resource to a BTA Service, select Services;
- Select the specific Service from the list to access the configuration page and attach the Staff Resource.
- Select Manage under the Resources section on the service configuration page.
- Select the + Resource button, choose the staff resource that you created, and select Close.
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While still on the product configuration page, set the basis of Capacity at the Resource level.
- Hit Save to keep the changes.
For additional Capacity setups and Resource rule examples please review our Resources help article under the Booking Scenarios subsection.
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