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.

Email

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

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

Default Operator Availability

Each operator can have their own default availability.

This is the operator's normal working schedule and can automatically be used across all booking events they are connected to.

Enable Set a default availability for this operator to configure it.

You can then set:

• Booking type
• Default meeting duration
• How far ahead the operator can be booked
• Available days and hours
• Excluded dates
• Availability increments
• Minimum booking notice
• Buffer between appointments
• Maximum number of sessions per day

This saves time when the same operator appears in several different booking events.

Instead of recreating their normal schedule each time, the booking can inherit the operator's availability automatically.

Override Availability for Individual Bookings

A booking event can still have its own schedule.

Inside the booking's Availability step, enable Overwrite the operator's availability for this event if that specific booking should use different hours or booking rules.

How Operators Work with Bookings

• One operator can be linked to multiple booking events
• One booking event can include multiple operators
• Each operator can have their own reusable default availability
• A booking event can override that availability when necessary
• Different services can be linked to different operators
• Operators can be assigned automatically when several suitable operators are available

With automatic assignment enabled, the system can select an available operator for the customer instead of asking them to choose manually.

This is useful for teams where several people provide the same service.

Summary – Operators

Operators define who hosts the meeting.

A well-configured operator setup ensures:

• Accurate availability
• No double bookings
• A professional, trustworthy booking experience