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Guest staff

Guest staff let families book someone who doesn't have a staff account, such as a relief teacher, a visiting specialist, or a counsellor from outside your school. You add them to one event, and they only exist on that event.

Families book guest staff like any other staff member, and you see and manage their bookings in the same way. Because they don't have an account, guest staff:

  • can't sign in, so they don't use Bookings, My Day or a calendar feed
  • don't receive any emails, including reminders
  • don't appear in the Staff section, or on any other event
  • can't have a profile photo
  • are left out of the Staff Name Tags report
  • can't be added to a staff group

Adding guest staff​

  1. Go to the Events section in the main menu.
  2. Click the name of the event.
  3. Click Settings > Staff.
  4. Click Add staff, and choose the Guest tab.
  5. Enter their name, and optionally a salutation and the subjects or classroom families should see when booking.
  6. Click Save.

The guest is added to the event straight away, marked with a Guest label, and families can book them. As with any other staff member, set whether they meet families in person or online, and their room or meeting link, then click Save changes.

To change a guest's name or subjects, click their name on the Settings > Staff page.

Giving guest staff their timetable​

Guest staff can't sign in or receive emails, so print their timetable for them, or send it to them yourself. Use the Staff Timetables report on the event's Reports page, which includes a timetable for each guest. Timetables change as families book and cancel, so print them as close to the event as you can.

Meeting online​

Guest staff can meet families in person, or online using your school's own meeting link with Online (own link). They can't use the built-in video meetings, which staff join by signing in. See using your own meeting link.

Families never see the meeting link itself, so you'll need to give it to the guest, such as on their printed timetable, which includes it.

Breaks and booking limits​

Guest staff have breaks, booking limits and available dates like any other staff member. Set their breaks from the event's Breaks page, since they can't sign in to set their own.

Removing guest staff​

Remove a guest from the Settings > Staff page in the same way as any other staff member. This cancels their bookings, and you can choose to email the affected families.

Removing a guest deletes them, as they don't exist anywhere else. To have them on the event again, add them as a new guest.

Duplicating an event​

When you duplicate an event or create one from a template, its guest staff are copied too. The new event gets its own copy of each guest, so changing or removing a guest on one event doesn't affect the other.