Lead Fuel CRM
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    Calendars and Appointments

    Team Scheduling

    Calendars & Appointments

    Team Scheduling

    Managing Multiple Team Members and Individual Calendars

    If you work with a team, Lead Fuel CRM lets each team member maintain their own calendar with independent availability. This guide shows how to set up and manage team member schedules efficiently.

    Adding Team Members to Calendars

    Step 1:Navigate to Calendars > Team Members
    Step 2:Click "Add Team Member"
    Step 3:Enter the team member's email address and name
    Step 4:Select which calendars they'll have access to
    Step 5:Choose their role: "Admin" (full access), "Staff" (schedule only), or "Viewer" (read-only)
    Step 6:Optionally assign specific services they can provide
    Step 7:Send the invitation—they'll receive an email to accept access
    Step 8:Once accepted, they can view and manage their calendar

    Tip: Use the Staff role for most team members. This gives them access to manage their own schedule without accessing sensitive business settings.

    Individual Availability Settings

    Each team member can set their own working hours and availability independent of other team members. This allows flexibility for different schedules and specialties.

    Team Member Setup

    Step 1:Team member logs into Lead Fuel CRM with their credentials
    Step 2:Navigates to Calendars > My Schedule
    Step 3:Sets their regular working hours for each day of the week
    Step 4:Adds time off for vacation, sick days, or personal appointments
    Step 5:Sets their personal buffer time between appointments
    Step 6:Configures any other availability restrictions
    Step 7:Saves changes—availability updates immediately for customers

    Assigning Services to Team Members

    Specify which services each team member can provide. This ensures customers only book with qualified team members.

    Step 1:Go to Calendars > Team Members and select the team member
    Step 2:Click the "Services" tab
    Step 3:Check which services this team member offers
    Step 4:For each service, you can set a different price if they earn different margins
    Step 5:Save the service assignments

    Viewing Team Schedules

    As an admin, you can see all team members' calendars to monitor availability and spot any scheduling conflicts or overboking.

    • Click "Team Schedule View" from the Calendars dashboard
    • See all team members' calendars side-by-side
    • Hover over appointments to see booking details
    • Drag and drop appointments to reschedule if needed
    • Export the full team schedule as a PDF or CSV

    Tip: Check the team schedule view weekly to ensure balanced workload distribution and identify bottlenecks where customers can't find availability.

    Managing Team Member Availability Requests

    Team members can request time off or schedule changes. You can approve or deny these requests to manage the team's overall availability.

    Step 1:When a team member requests time off, you receive a notification
    Step 2:Review the requested dates in the "Time Off Requests" section
    Step 3:Click "Approve" to block out that time, or "Deny" to require discussion
    Step 4:Approved time off immediately becomes unavailable to customers
    Step 5:Team members can see the status of their requests in their dashboard

    Shared vs. Individual Calendars

    Decide whether your team should share a single calendar view (for customers) or have individual calendars. Each approach has advantages.

    • Shared calendar: Customers see the next available slot across all team members (simpler for customers)
    • Individual calendars: Customers choose a specific team member (good if some specialize in certain services)
    • Hybrid approach: Offer both options on different booking pages

    Need more help? Contact Lead Fuel CRM support for personalized assistance.

    Have a question or want to connect with other Lead Fuel users? Join the Lead Fuel VIP Facebook Group

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