Overview
The Teams feature helps you organize your staff members into groups, assign roles, and coordinate schedules. Teams are central to managing availability, routing bookings, and ensuring the right people handle the right services.Teams integrate with the availability system to enable team-based scheduling and with services for team-based fulfillment.
Why Use Teams?
Organize by Specialty
Group staff by expertise (e.g., “Color Team”, “Massage Therapists”)
Schedule Coordination
Set team-level availability that members inherit
Smart Booking Assignment
Route bookings to appropriate team based on service
Workload Balance
Distribute bookings evenly across team members
Creating Teams
1
Navigate to Teams
Go to CRM → Teams or Settings → Teams
2
Click New Team
Select Add Team or Create Team button
3
Name Your Team
Choose a descriptive name:
- Reflects the specialty (e.g., “Advanced Color Team”)
- Or department (e.g., “Front Desk”, “Management”)
- Keep it clear for customers (if they see it)
4
Add Description
Optional but recommended:
- What the team specializes in
- Services they provide
- Any qualifications or certifications
5
Save
Save the team. It’s now available for member assignments and service configuration.
Team Examples by Business Type
- Salon/Spa
- Healthcare
- Professional Services
- Fitness
- Cutting Team: Haircuts and styling
- Color Team: Hair coloring specialists
- Nail Team: Manicure and pedicure
- Massage Therapists: Body work and massage
- Aestheticians: Facial and skin treatments
Managing Team Members
Adding People to Teams
1
Open Team
Click on the team name to view details
2
Add Member
Click Add Member or + icon
3
Select Person
Choose from:
- Existing people: Select from your organization’s users
- New person: Create a new team member profile
4
Assign Role
Set their role on this team:
- Team Lead: Manages the team, higher permissions
- Member: Regular team member
- Support: Supporting role, limited responsibilities
5
Save
Member is added to team and inherits team-level settings
Team Member Roles
- Team Lead
- Member
- Support
Responsibilities:
- Manage team schedule
- Approve time-off requests (coming soon)
- View all team bookings
- Reassign bookings within team
- Edit team details
- Add/remove team members
- Modify team availability
- Access team reports
A person can be a member of multiple teams with different roles on each. For example, someone might be a Team Lead on one team and a regular Member on another.
Removing Team Members
To remove someone from a team:- Open the team details
- Find the member in the list
- Click Remove or the X icon
- Confirm removal
- They lose access to team-based bookings
- Team availability no longer applies to them
- Existing bookings assigned to them remain unchanged
- They can still be assigned to individual bookings if they have individual availability
People Directory
The People directory is a central roster of all staff members across your organization.Creating a Person Profile
1
Navigate to People
Go to CRM → People or Team → People
2
Add New Person
Click Add Person or New
3
Basic Information
Enter core details:
- Full name
- Email address
- Phone number
- Job title
4
Professional Details
Add relevant information:
- Bio/description
- Specializations
- Certifications
- Years of experience
- Languages spoken
5
Profile Photo
Upload a professional photo (optional but recommended for customer-facing roles)Requirements:
- Format: JPG, PNG
- Size: 400x400px minimum
- Professional headshot
6
Team Assignments
Add to relevant teams
7
Save
Person is created and available for bookings and assignments
Person Profile Fields
First and last nameAppears on bookings, calendar, and customer-facing interfaces
Professional email addressUsed for:
- Login credentials (if they have platform access)
- Booking notifications
- Schedule reminders
Contact phone number
Professional titleExamples: “Senior Stylist”, “Massage Therapist”, “Consultant”
Professional biography (2-3 paragraphs)Shown to customers when they select this person for bookings. Include:
- Background and experience
- Specializations
- Education and certifications
- Personal approach or philosophy
Areas of expertiseTag-based or comma-separated list:
- Services they excel at
- Techniques they’re known for
- Special training
Professional credentialsExamples:
- “Licensed Cosmetologist (CA #12345)”
- “Certified Public Accountant”
- “Yoga Alliance RYT-500”
Total years in the profession
Languages spokenHelpful for customer matching and accessibility
Professional headshotDisplayed on:
- Public booking pages (when customers select specific host)
- Team pages
- Internal staff directory
Active: Currently working, available for bookings
Inactive: Not currently available (leave, vacation)
Archived: No longer with organization (preserves history)
Editing Person Profiles
Keep profiles up to date: When to update:- New certifications earned
- Role or title changes
- New specializations added
- Profile photo updates
- Contact information changes
- Find person in People directory
- Click name to open profile
- Click Edit
- Make changes
- Save
Team-Based Availability
One of the key benefits of teams is shared availability management.How Team Availability Works
1
Set Team Availability
Define when the team as a whole operates (see Availability Rules)
2
Members Inherit
Team members automatically inherit team availability as their base schedule
3
Individual Overrides
Individual members can set more restrictive availability (narrower hours, specific days off)
4
Booking Assignment
When a booking requests “any available team member”, the system finds who’s available based on:
- Team availability (is the team working?)
- Individual availability (is this person available within team hours?)
- Existing bookings (is this person already booked?)
Individual availability MUST fall within team availability, which MUST fall within business hours. The system enforces this hierarchy automatically.
Example: Massage Therapy Team
Scenario:- Business hours: Monday-Saturday, 8am-8pm
- Massage Team hours: Monday-Saturday, 9am-6pm
- Individual therapist: Sarah available Monday-Friday, 10am-4pm
- Bookings requesting “Massage Team” see slots 9am-6pm
- Bookings requesting “Sarah” see slots 10am-4pm on weekdays only
- System automatically routes “any available” bookings to whoever is free
Service Assignment to Teams
Connect services to teams for intelligent booking routing:Configuring Team-Based Services
1
Open Service Settings
Navigate to service configuration (see Services)
2
Set Fulfillment Scope
Choose Team as the fulfillment type
3
Select Team(s)
Choose which team(s) can provide this service:
- Single team (most common)
- Multiple teams (for services multiple teams offer)
4
Save
Service is now team-based. Customers select the team (not individual) when booking.
Team Selection in Booking Flow
When customers book a team-based service:- Select Service: Customer chooses the service
- Select Team: If multiple teams offer it, customer chooses team
- See Availability: System shows slots when ANY team member is available
- Book: Booking is assigned to available team member (or left unassigned for team lead to assign)
Team-based bookings offer flexibility—if one team member becomes unavailable, you can easily reassign to another team member without rescheduling the customer.
Team Calendar & Scheduling
Viewing Team Schedules
Access team calendars to see:- All team member schedules in one view
- Team bookings and assignments
- Who’s available vs. busy
- Upcoming team commitments
- Day View: Hourly schedule for all team members side-by-side
- Week View: Weekly overview with color-coding by member
- List View: Chronological list of all team bookings
Assigning & Reassigning Bookings
Initial Assignment:- Team-based bookings can be assigned to specific team member
- Or left “unassigned” for the team
- Team lead can assign later
- Open the booking
- Click Reassign
- Select different team member
- System checks availability
- Confirm reassignment
- Customer notified automatically (if enabled)
Workload Distribution
Load Balancing
Kordless automatically balances bookings across team members: Factors considered:- Current booking count
- Available capacity
- Recent booking history
- Booking preferences (if set)
Viewing Team Workload
Advanced team analytics and workload reports are coming soon.
- Booking count per team member (manual counting)
- Calendar view showing relative busyness
- Export bookings by team member
Permissions & Access Control
Team-Based Permissions
Access to CRM and calendar data can be scoped by team:- Team Lead
- Team Member
Can access:
- All team member schedules
- All team bookings
- Team calendar
- Team contacts and deals
- Team reports
- Other teams’ data
- Organization-wide settings
Organization owners and admins always have full access to all teams and data.
Best Practices
Organize by Function, Not Just Department
Organize by Function, Not Just Department
Consider creating teams based on:
- Skills: What they can do
- Services: What they provide
- Customer type: Who they serve
Keep Team Sizes Manageable
Keep Team Sizes Manageable
Optimal team size: 3-8 members
- Too small: Scheduling challenges
- Too large: Communication and coordination difficulties
Maintain Complete Profiles
Maintain Complete Profiles
Ensure all team members have:
- Professional photos
- Detailed bios
- Current certifications
- Accurate specializations
Regular Availability Reviews
Regular Availability Reviews
Monthly or quarterly:
- Review team availability rules
- Update for seasonal changes
- Remove outdated temporary rules
- Verify individual schedules are current
Cross-Training for Flexibility
Cross-Training for Flexibility
Train team members in multiple services:
- Increases scheduling flexibility
- Provides coverage for absences
- Balances workload
Clear Team Lead Responsibilities
Clear Team Lead Responsibilities
Define what Team Leads are responsible for:
- Daily assignments
- Coverage for call-outs
- Quality control
- Team communication
Integration with Other Features
Teams + Availability
Teams enable the second tier of the 3-tier availability hierarchy:- Business hours → Team availability → Individual availability
- Team schedule serves as baseline for members
- Enables team-based service fulfillment
Teams + Services
Teams determine who can provide services:- Team-based fulfillment shows slots when any member available
- Service configuration links to specific teams
- Customers choose team, not individual (unless host-specific service)
Teams + CRM
Teams organize customer-facing relationships:- Deal and contact ownership by team
- Territory assignments
- Team performance tracking (coming soon)
Teams + Calendar
Team calendar coordination:- See all team bookings in one view
- Assign and reassign within team
- Team-level scheduling conflicts prevented