Who can see and work other people's diaries

Who can see and work other people's diaries

As standard, everyone on your team can book and change appointments on every calendar. For each Front desk or Staff person, you can narrow that so they only work their own diary.

The one big idea: everyone always works their own calendars in full. This setting only decides what they can do with everyone else's.

The three choices

Choice	Sees other people's appointments	Books, changes or cancels them
Can book and change (the standard)	Yes	Yes
View only	Yes	No
Hidden	No	No

Owners and admins always have Can book and change. The choice only appears for Front desk and Staff.

Which one to choose

• Can book and change: a receptionist who books for everyone, or a small team that covers for each other.
• View only: a stylist or therapist who should see when colleagues are busy, but should not move or cancel their bookings.
• Hidden: someone who should only ever see their own diary, such as a self-employed renter whose clients are their own.

Change the setting for someone

When you invite them: on the invite form, tick their calendars under 3. Which calendars are theirs?, then choose under Other people's diaries in 4. What can they see?.

For someone already on your team:

1. Open Settings, then the Staff tab.
2. Find the person's row in the Your team card and click Manage.
3. Under What they can see, in Other people's diaries, choose Can book and change, View only or Hidden. It saves straight away, and Saved appears.
4. Check Their calendars in the same panel. The calendars ticked there are their own.

It takes effect within about 30 seconds. If they have ResNeo open, ask them to refresh the page. Their row then says Other diaries: View only or Other diaries: Hidden.

The owner or any admin can change it. Nobody can change it for themselves.

Their own calendars

"Their own calendars" are the calendars ticked under Their calendars. Tick another calendar to let them work that diary in full too, for example a senior stylist who also books for a junior.

If someone set to View only or Hidden has no calendar ticked, ResNeo warns you: [their name] has no calendar. With View only they can look but not book. With Hidden they see no bookings.

View only

They still see every diary and can open anyone's booking to read it. On their own calendars they can do everything. On anyone else's they cannot:

• make a new booking;
• change, move or cancel a booking;
• check a client in;
• take a deposit or charge a saved card for that booking.

If they try, ResNeo says You can see this booking, but you can only change bookings on your own calendar.

When they book with Any available, ResNeo only offers their own calendars. In a visit with services on more than one calendar, they can start and complete the services on their own calendar only.

Hidden

Everything in View only applies. On top of that, other people's appointments are left out of:

• the diary and the bookings list;
• the home page;
• the waitlist;
• the checkout queue at the till;
• their notifications.

On a client's page, a visit with someone else shows only its date, the service and who it was with.

What this setting covers

It covers appointments on people's calendars. These work as before, whichever choice you make:

• classes;
• events;
• resources;
• tables;
• walk-ins at the till.

At the till, what someone can do follows your till permissions, under Settings, then Checkout, in Who can do what. See Roles and permissions.

If you are linked with another business, or share a booking page in a collective, the setting applies there too. It never lets someone do more than the link allows.

What View only and Hidden do not promise

These are working-view settings. They decide what ResNeo shows each person and what it lets them do, and they are not a lock on your data. Someone signed in who knows how could still find out that a time on another calendar is busy. They would see the time only, with no client, service or price.

If two businesses share a space and must keep their diaries completely apart, give each its own ResNeo business and link them instead. See Link with another venue.

Common problems & fixes

Problem	Likely cause	Fix
You can see this booking, but you can only change bookings on your own calendar.	Your other diaries are set to View only or Hidden	Book on your own calendar, or ask an admin. To work that diary, ask them to tick it under Their calendars for you
Colleagues' appointments are missing from my diary	Your other diaries are set to Hidden	Ask the owner or an admin if you need to see them
Any available only offers my own calendars	Your other diaries are set to View only or Hidden	This is expected
Someone on View only cannot book anything	No calendar is ticked under Their calendars	Click Manage on their row and tick their calendar
Someone on Hidden sees no bookings at all	No calendar is ticked under Their calendars	Click Manage on their row and tick their calendar
Someone on View only can still check in a class	Classes, events, resources, tables and till walk-ins are not covered	This is expected
Other people's diaries is missing for someone	They are the owner or an admin, who always book and change	Nothing to fix. To limit someone, change their role to Front desk or Staff first
The change has not happened yet	It takes up to 30 seconds, and their page has not refreshed	Ask them to refresh the page

Next steps

• Roles and permissions
• Hiding client phone numbers and emails
• Add and manage your team
• Link with another venue