Assigning Staff members to sessions from the Schedule Grid

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.

New to the Schedule Grid? Read the article, Introduction to the Schedule Grid to learn more.

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Calendar > Schedule Grid
   

What more do I need to use this feature?

• Admin or restricted permissions to View calendars.
   

Which Checkfront version supports this feature - classic items, classic products, or both?

• Your account must have access to classic products (Inventory > Products), a key feature of our classic products version of Checkfront. This feature is not available for use with classic items (Inventory > Items) in our classic items version. → Learn more about products. 

What is a Staff account? A Staff account lets you provide access to individuals who need to manage inventory, availability, or bookings.

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.
   
   
    
3. Open the Staff dropdown menu.
   
   
    

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

    

   Search by staff name or email address 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.

    

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).
   
   
    

   Staff assignments and sessions   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.   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.

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.
   
   
    
3. Open the Staff dropdown menu.
   
   
    

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

   Search by Staff name or email address 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.

    

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.
   
   
    

   Staff assignments and sessions   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.   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.

The system automatically sends an email notification to the assigned Staff member when sessions are reassigned. 
 

Confirm Staff email address 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 an unassigned email

Template not modifiable You cannot modify the Staff assignment email template.

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).

Next Steps

You can continue to the next article in this series to learn more about editing display options for the Schedule Grid.

<  Introduction to the Schedule Grid  |   Editing display options for the Schedule Grid >