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Providers

Overview​

Providers are the team members assigned to perform specific services. Each provider can have customized working hours that override the location's hours, and exceptions for specific days (vacations, time off, holidays). The same team member can be a provider for multiple services.

How to access​

  • Navigate to Scheduling > Providers (third tab in the sidebar navigation).
  • Required roles: Bookings Administrator or higher.

Interface overview​

The Providers section shows:

  1. Provider list — Table with all active providers showing user name, assigned service, and configuration.
  2. Add button — To assign a new provider to a service.
  3. Row actions — Edit or delete each provider assignment.

Features and actions​

Add a provider to a service​

What it does: Assigns a team member to perform a specific service.

Steps:

  1. Click the + or Add button.
  2. Select the Service you want to add the provider to.
  3. Select the User (team member) who will be the provider.
  4. Optionally configure:
    • Custom duration — If this provider takes more or less time than the standard service duration.
    • Max daily bookings — Daily appointment limit for this provider on this service.
  5. Click Save.

Important notes:

  • A user can only be assigned once per service.
  • The user must be an active team member in your account.

Edit a provider​

What it does: Modifies an existing provider's configuration.

Steps:

  1. Click the edit icon on the provider's row.
  2. The edit form has tabs:
    • General Information — Custom duration and daily maximum.
    • Working Hours — Custom schedules per day of the week.
    • Exceptions — Blocked days or days with special hours.
  3. Modify the necessary fields.
  4. Click Save.

Configure provider working hours​

What it does: Sets custom working hours that override the location's hours.

Steps:

  1. Open the provider in edit mode.
  2. Go to the Working Hours tab.
  3. For each day of the week:
    • Mark whether the day is Closed or available.
    • If available, set the Start Time and End Time.
  4. Click Save.

Important notes:

  • If you don't configure custom hours for a provider, the system uses the location's operating hours as a fallback.
  • Provider hours cannot exceed the location's hours (the system automatically intersects them).
  • The priority order for determining hours is: Day exception > Provider hours > Location hours.

Add exceptions​

What it does: Defines specific days where the provider is unavailable or has a different schedule than usual.

Steps:

  1. Open the provider in edit mode.
  2. Go to the Exceptions tab.
  3. Click Add Exception.
  4. Select the Date.
  5. Choose the type:
    • Blocked day — The provider is unavailable all day.
    • Custom hours — The provider works with a different schedule on that day. Set start and end times.
  6. Optionally add a Reason (e.g., "Vacation", "Holiday", "Training").
  7. Click Save.

Important notes:

  • Only one exception per provider per date is allowed.
  • Exceptions have the highest priority: if an exception exists for a day, the provider's and location's regular hours are ignored for that day.

Remove a provider​

What it does: Unassigns a provider from a service.

Steps:

  1. Click the delete icon on the provider's row.
  2. Confirm the deletion.

Field reference​

FieldDescriptionRequired
ServiceService the provider is assigned toYes
UserTeam memberYes
Custom durationDuration in minutes (overrides service duration)No
Max daily bookingsDaily appointment limitNo

FAQs​

Q: Can a user be a provider for multiple services? A: Yes. The same team member can be a provider for as many services as needed. Each assignment is configured independently.

Q: What happens if I don't configure custom hours for a provider? A: The system automatically uses the location's operating hours. The provider will be available during the same hours as the location.

Q: Do exceptions affect existing bookings? A: Exceptions only affect future availability. Already confirmed bookings for a day with a later exception are not automatically cancelled — they must be managed manually.

Q: What is "Max daily bookings"? A: It's an optional limit that defines how many appointments a provider can have on the same day for a specific service. Once the limit is reached, the provider won't appear as available for that day.