How to Create & Manage Operators
This article explains how to create and manage operators in the booking system.
Operators represent the people who host meetings, such as coaches, consultants, or team members.
Operators are a required part of bookings — without at least one operator, no booking can be scheduled.
Where to Find Operators
Navigate to:
Booking → Operators
Here you can:
- View all existing operators
- See upcoming events per operator
- Create new operators
- Access operator schedules and settings
Click ➕ Create New Operator to get started.
What Is an Operator?
An operator is the person who hosts the session.
Common examples:
- Coach
- Consultant
- Support agent
- Team member
- Founder
Each operator has their own availability, calendar connection, and profile information.
Creating an Operator
When creating or editing an operator, you can configure the following fields:
Name
The operator’s name is shown to customers during the booking flow and in confirmation messages.
Best practice:
Use the name your customers recognize (first name, or first name + role).
The email address is used for:
- Booking notifications
- Calendar invitations
- Reminder and update emails
- Calendar integrations
Important:
Always use an email address the operator actively uses.
Description
The description helps customers understand who they are booking with.
This is especially important when:
- You have multiple operators
- Customers can choose between operators
What to include:
- Role or expertise
- Who the session is best suited for
- A short, friendly introduction
Image
The operator image is shown during the booking flow.
Adding an image:
- Builds trust
- Creates a more human experience
- Helps customers feel confident in their choice
Tip:
Use a clear, professional photo with good lighting and a neutral background.
Color
The color is used internally to visually distinguish bookings in calendars and schedules.
This is useful when:
- Multiple operators share a calendar view
- You want quick visual clarity when scanning bookings
Google Calendar Connection
Connecting an operator’s Google Calendar allows the system to:
- Automatically block unavailable times
- Prevent double bookings
- Add booked sessions directly to the operator’s calendar
💡 Best practice
Always connect calendars for operators who actively host meetings.
Without a connected calendar, the system cannot detect existing events, which increases the risk of scheduling conflicts.
How Operators Work with Bookings
- One operator can be linked to multiple bookings
- One booking can include multiple operators
- Availability is always set per operator
If an operator has no availability, they will not appear as bookable, even if the booking itself is active.
Summary – Operators
Operators define who hosts the meeting.
A well-configured operator setup ensures:
- Accurate availability
- No double bookings
- A professional, trustworthy booking experience