Staff Management
If you have a team, Syntra lets you add staff members (called "agents") with their own schedules, services, and booking assignments. Customers can choose their preferred team member when booking, or bookings can be assigned automatically.
Adding an Agent
To add a new staff member:
- Go to Agents in the left sidebar
- Click Add Agent
- Fill in their details:
| Field | Description |
|---|---|
| Name | Full name as customers will see it (required) |
| Contact email (needed if you want to give them a login) | |
| Phone | Phone number (optional) |
| Position | Job title, e.g., "Senior Stylist" (optional) |
| Bio | Description shown on the booking page (optional) |
| Avatar | Profile photo (optional) |
| Availability Template | Which schedule this agent follows (optional) |
| Active | Whether the agent is available for new bookings |
- Select which services this agent can perform
- Click Save
Agent Profiles
Agent profiles help customers choose who to book with. The name, photo, position, and bio are displayed on your booking page when customers select a team member.
The agents list displays all your team members in a table with columns:
- Name (with avatar)
- Position
- Status (Active/Inactive badge)
- Actions (Edit/Delete)
Active agents are listed first, then sorted alphabetically.
Assigning Services
Each agent can be assigned to specific services they're qualified to perform. Only services assigned to an agent will show that agent as available during the booking process.
To assign services:
- Edit the agent
- Find the Services section
- Select the services this agent can perform (checkbox grid)
- Save
Example:
| Agent | Assigned Services |
|---|---|
| Sarah | All massage services |
| James | Haircut, Colour, Styling |
| Emma | Facials, Skin treatments |
When a customer books a massage, only Sarah will appear as an option. When they book a haircut, only James will be available.
You must create services first before you can assign them to agents. If a service isn't assigned to any agent, it won't show agent selection during booking.
Agent Availability
Each agent can have their own working schedule, independent of your main business hours.
Three levels of availability:
1. Availability Template
Assign a reusable schedule template to an agent. This is the simplest approach if multiple agents share the same hours.
- Select a template when creating or editing the agent
- The template defines their weekly working hours and breaks
- Create templates in Availability > Templates
2. Agent-Specific Weekly Schedule
If an agent doesn't use a template, they can have their own day-by-day schedule:
- Working hours per day (start/end times)
- Break periods within working hours
3. Availability Exceptions
Override the regular schedule for specific dates:
- Block entire days (holidays, time off)
- Set custom hours for specific dates
- Works the same as provider-level exceptions but scoped to the individual agent
How availability affects bookings:
When a customer selects a time slot, Syntra checks:
- Is the agent's regular schedule available at that time?
- Are there any exceptions blocking that date?
- Does the agent already have a booking at that time?
Only agents who pass all three checks appear as available.
Booking Assignment Methods
Control how bookings are assigned to agents. This is configured at the provider level and applies to all services.
Three methods available:
Customer Choice (Default)
Customers select their preferred agent during the booking flow. The booking page shows available agents with their name, photo, and position.
- Best for personal services where relationships matter
- Gives customers control
- Agents not available at the selected time are hidden
Round Robin
Bookings are distributed evenly by rotating through available agents in sequence. The system tracks who was assigned last and picks the next agent.
- Best for fair work distribution
- Good when customers don't have a preference
- Ensures new agents get equal bookings
Load Balanced
Bookings are assigned to the agent with the fewest bookings in the next 7 days. This considers actual workload rather than just sequence.
- Best for varying demand
- Prevents any one agent from being overloaded
- Adapts to cancellations and schedule changes
Regardless of the method chosen, the system always filters agents by availability first. An agent who isn't working at the requested time will never be assigned.
Agent Login Accounts
Optionally, you can give agents their own login to access a dashboard where they can view their assigned bookings and schedule.
To create a login account:
- Edit the agent
- Find the Account section
- Click Create Account
- A secure password is auto-generated
- Optionally send the login credentials via welcome email
What agents can access:
- View their assigned bookings
- See their schedule
- Check their availability
Removing access:
If you need to revoke an agent's login:
- Edit the agent
- Find the Account section
- Click Remove Access
This disables their login without deleting the agent record or affecting their booking history.
Agent login accounts require the agent to have an email address set. The entire agent login feature can be enabled or disabled in your module settings.
Agent Notifications
When enabled, agents can receive notifications about their bookings:
- Booking assigned — When a new booking is assigned to them
- Booking rescheduled — When one of their bookings is moved
- Booking cancelled — When one of their bookings is cancelled
- Reminders — Upcoming booking reminders with configurable timing
Agent notifications are controlled in your module settings and can be toggled on or off for all agents.