Everyone Has a Different Week
One shared schedule does not work when team members work different days. Each person needs their own working hours. So clients only see times that person can actually take.
Week · Their hours, their way · Per personFree Team Scheduling Software for teams managing multiple schedules
Every team member has different working hours and services. Picktime helps you manage their availability in one place, so clients can easily find available times and book the right person
One calendar, three working weeks
AmaraMon, Wed, ThuBookable
JonahTue–Fri · afternoonsBookable
NoraAway this weekNot offered
Three people
Three weeks
One page covering all of them
Away
Not offered
Their slots do not show at all
Moved by them
Or cancelled
Without a message to you
Is this you
Several Team Members, Each With Their Own Schedule
Picktime helps businesses manage appointments, consultations, and services around each team member's availability. If your business needs shift planning or timesheets instead, you'll need a different scheduling tool.
Match Each Service With the Right Team Members
If only two team members offer a service, clients should only see those two when they book it. Everyone else can stay out of that booking, even if they happen to be free.
Offers · What they do · MatchedLet Clients Choose When It Matters
Some clients want to book a specific team member. Other bookings can go to whoever is available, so the team can share the work instead of leaving one person overloaded.
Choice · Pick someone by name · EitherLet the Team Share the Bookings
With Round Robin enabled, Picktime team scheduling software can automatically assign appointments to eligible, available team members based on your chosen booking distribution method.
Shared · Whoever’s free · Top planThe structural cost
One Shared Schedule Creates the Wrong Promise
The problem starts when one set of hours gets used for several staff. It may have been right when someone set it up, but things change. Someone switches their days, takes Friday off, or stops offering a service. Suddenly, those hours are no longer true.
When a client books a time that no longer works, your team has to reschedule the appointment. Soon, everyone starts checking with each other before confirming new bookings. Efficient team scheduling apps should reduce that back-and-forth by keeping each person's working hours and availability clear.
The better approach is to give each team member their own working hours and service assignments. Picktime's team scheduling software uses these settings to show available appointment times on your Booking Page. Clients can book the right person without your team manually checking every request.
Offer
A slot on someone’s day offThe page did not know they were away.
Someone has to call and change it.
Wrong
Booked with the wrong personThe page did not know who could offer it.
The booking gets moved or refunded.
Same
Every unnamed booking to one personBecause they are first in the list.
One diary is full while two have gaps.
Amara
BookableMon, Wed, Thu
Jonah
BookableTue–Fri · afternoons
Nora
Not offeredAway this week
Three common ways a shared team schedule can go wrong, even when everyone is doing their part.
What a team needs from it
Four Ways to Manage Team Availability
Each part belongs to the person, not the business. That is what makes a team schedule different from one shared calendar. Picktime's team scheduling app lets you manage these details for each team member while keeping appointments organized in one place.
WeekSet by themRead live
Each Person’s Schedule
Set individual working hours for each team member. Your Booking Page uses these hours to show clients when that particular team member is available for appointments.
Services Each Person Offers
Assign services to the team members who provide them, so clients can book with the right person through your free booking website.
Breaks, Time Off, and Days Away
If someone has lunch, training, or takes time off, those hours are marked as unavailable on your online booking page, so clients cannot book them.
Choose a Person or Anyone Available
Customers can choose a specific staff member or book whoever is available first.
Who runs it
Take control over your team schedules
A team calendar can get messy when everyone can change the settings and schedules that affect the whole team. Set up your services, booking times, and business rules once. Then let each team member manage their own availability. A free staff scheduling app can keep these responsibilities clear without making everyone manage the whole calendar.
Not everyone on your team needs access to everything. Choose who can view the full schedule, manage appointments, or change business settings. This way, your team can handle bookings while you stay in control of important business settings.
As the team grows
Team Scheduling Software That Grows With Your Team
A busy week does not change your plan. You move to the next plan when you add more team members, whether you have three team members or thirty.
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Each team member gets their own working hours and services on one booking page. Manage their appointments alongside the rest of your team without setting up a separate account.
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Bookings can be shared across available team members instead of always going to one person.
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Each location has its own hours and team members. Use location-specific schedules and calendar filters to keep track of appointments across your business.
What it costs
Start free. What you pay for is how many of you there are.
Nothing in the pricing counts bookings. It counts people, places, classes and resources. Those are the four things that change what the software has to keep track of.
Free, and it stays free
Free
What a small team gets without paying
- A working week and a set of services for each person
- One booking page covering all of them
- Customers book, move and cancel it themselves
- Email notifications on every booking
- Sending unnamed bookings to whoever is free
As the team grows
Paid plans
What the paid plans add
- Reminders by email and text before the appointment
- Sending an unnamed booking to whoever is genuinely free
- Bookings that arrive as a request for somebody to accept
- More people, and people spread across more places
Works with what you already run
It fits the calendars the team already keeps
Everyone Uses Their Own Calendar
Each person’s bookings go straight to the calendar they already use. If something is already booked there, that time stays unavailable on the booking page. Nobody needs to switch calendars to work as one team. For remote bookings, video links are created automatically.
Google Calendar
Outlook
Exchange
Zoom
Microsoft Teams
Manage Your Day on the Go
With Picktime’s team scheduling app, you can easily manage team bookings from your phone’s browser or the iOS and Android apps. Team members can check their schedule and manage bookings from anywhere, without needing a computer.
Questions
Team scheduling: common questions
Is Picktime a staff shift scheduling tool or an appointment booking system?
Picktime is primarily team scheduling software for managing customer appointments, consultations, and services. You can set individual working hours, breaks, and service assignments for each team member. While Picktime helps manage staff availability for bookings, businesses that need shift swaps, timesheets, or payroll management may need a dedicated workforce scheduling tool.
How do I set different working hours for each team member?
Picktime lets you set individual working days, start and end times, and breaks for every team member. Go to Team Members, select a person, and update their working hours. You can also block time for vacations or unexpected absences, so customers only see appointment times when that team member is available.
Can customers choose a specific team member when booking online?
Yes. Picktime lets customers choose their preferred team member when booking through your Booking Page. Customers can see available appointments based on that person's working hours and assigned services. This helps returning clients book with someone they already know while keeping appointments organized in your team calendar.
How can I stop customers from booking the wrong team member for a service?
Assign each service only to the team members who provide it. Picktime uses these assignments and individual availability to determine which team members customers can book. For example, if only two employees offer a particular consultation, customers can book that service with those employees rather than someone who doesn't provide it.
What happens when a customer doesn't need a specific team member?
Picktime can automatically distribute appointments among eligible team members when Round Robin is enabled. You can choose how bookings are assigned based on team member priority, total bookings, or bookings for a particular service. Round Robin is available on the Pro plan, helping teams distribute appointments without manually assigning every booking.
Can team members manage their appointments without accessing business settings?
Yes. Picktime gives each team member their own login, with access controlled through roles and permissions. The built-in Team Member role provides access to their calendar and schedule with limited settings access. Custom roles are available on Starter and Pro for more specific permissions, so staff can handle their responsibilities without unnecessary account access.
Will appointments in external calendars block available times for my team?
Yes, Picktime's two-way calendar sync can account for existing commitments in connected calendars, helping prevent conflicting bookings. The free plan includes one-way sync, which sends Picktime appointments to connected calendars. Starter and Pro support two-way sync for calendars such as Google and Outlook. For the latest plan features and limits, see Picktime pricing.
How do I get started with team appointment scheduling in Picktime?
Start by adding your team members to Picktime and assigning the services and locations where they work. Set individual working hours and breaks, then share your booking page with customers. They can book appointments based on each team member's availability, allowing your business to manage team bookings from one account.
Put Your Team’s Real Week Where Clients Can Book
Give each person their own hours and services, then bring the whole team together on one calendar. Free forever, no card required.