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Employees represent the people in your business who provide services and get assigned to appointments. They are separate from user accounts — an employee can exist without having login access.

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Adding an employee

1

Navigate to Employees

Go to Employees in the sidebar under People.
2

Click Add

Click the + New button.
3

Fill in the details

  • Name — the employee’s full name
  • Email — their email address
  • Phone — their phone number
  • Position — their role or job title (e.g., “Stylist”, “Therapist”)
  • Photo — optional profile picture

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Linking to a user account

By default, employees are just records — they don’t have login access. To let an employee log in and manage their own schedule:
  1. First, invite them as a team member (see Inviting members)
  2. Then, on the employee record, link them to their user account
Once linked, the employee can see their own appointments, manage customers, and perform actions based on their assigned role.

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Active and inactive employees

You can deactivate an employee to hide them from new appointment assignments and the booking page. Their existing appointments remain unchanged. Deactivating is useful for employees who are on leave, have left the business, or are temporarily unavailable.

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Employee detail page

Click on an employee to see:
  • Contact information
  • Upcoming appointments assigned to them
  • Past appointments history
  • Linked user account (if applicable)
  • Work schedule — their weekly working hours and breaks

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Work schedules

Work schedules let you define when each employee is available to work. This is useful for:
  • Showing availability on the booking page
  • Warning or blocking appointments outside working hours
  • Planning team coverage
Work schedules must be enabled in Settings > General before you can configure them for employees.

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Setting up a work schedule

1

Go to the employee's profile

Navigate to People > Employees and click on the employee.
2

Open the schedule tab

Click on Work Schedule in the employee detail page.
3

Add working hours

For each day of the week, set:
  • Start time — when they begin work
  • End time — when they finish
  • Active — toggle off for days they don’t work
4

Add breaks (optional)

Within each day, add break periods:
  • Break start — when the break begins
  • Break end — when the break ends
  • Label — optional name (e.g., “Lunch”, “Coffee break”)

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Schedule enforcement

Depending on your organization’s settings, CalGest can:
  • Off — Allow scheduling at any time, ignoring work schedules
  • Warn — Show a warning when scheduling outside work hours, but allow it
  • Block — Prevent scheduling appointments outside work hours entirely
Configure this in Settings > General > Schedule enforcement.
Employee creation and basic contact details are available in the mobile app. Employee work schedules, appointment history, profile-photo management, and account linking are currently managed on the web dashboard.