Assign a staff member to every booking, tell them about it automatically, and follow their schedule in one place.
1. What staff management does
A resource in Smeetz is anything a booking uses up: a room, a piece of equipment, or a person. A resource of type Staff represents one member of your team, for example a guide, an instructor, or an activity host.
Once you set up your team as staff resources, Smeetz can assign a staff member to each booking, keep them informed by email, and show you at a glance who is working and when.
Setting this up takes four steps: create the staff member, link their account, assign them to a ticket, then choose how they are told about bookings.
2. Create a staff resource for each team member
📌 How to access: app.smeetz.com > Products > Resources
Click Create resource.
Enter the staff member's Name. Use something you will recognise in a schedule, normally their full name.
Set Type to Staff.
Leave Status on Active so they can be booked.
Set Capacity to 1 for one person, meaning they can only handle one booking at a time.
Click Create resource.
⚠️ Type cannot be changed later. Once the resource is created the Type field is locked. If you choose the wrong type you will need to archive the resource and create a new one, so check it before you save.
3. Link the staff member to their back-office account
Linking connects the resource to a real person who can sign in to Smeetz and see their own schedule.
In the Resources list, click the actions icon at the end of the staff member's row and choose Edit.
Scroll to Linked back-office user.
Open the Associated user list and choose their account.
Click Edit resource.
One back-office account can be linked to several staff resources, which is useful when the same person appears in more than one part of your setup. To undo the link, reopen the resource and click Unlink.
⚠️ Check you picked the right account. The list shows account names only, not email addresses, and two colleagues can share a name. After saving, open the staff member's Availability page: their name and email address are shown under the title. If the email is wrong or missing, correct the account before going further, otherwise notifications will not reach them.
4. Assign the staff member to a ticket
A staff member starts receiving bookings once they are assigned to a ticket.
📌 How to access: app.smeetz.com > Products > your product > Tickets > your ticket > Quantity
Open the ticket and go to the Quantity tab.
Under Assigned resources, click Add resource.
Choose the staff member from Select resource to add.
Under Booking rules, choose Single booking if they can only take one booking per time slot.
Click Add resource, then confirm.
Added resources apply automatically to all the other time slots of that ticket.
👉 This step works the same way for every kind of resource. For the full detail on assigning resources to tickets, including the usage strategies and the booking rules you can choose from, see Create and manage resources.
⚠️ The configuration is locked once linked. To change the usage strategy or booking rule later, you have to unlink the resource and add it again.
Once assigned, their availability limits what can be sold. If a staff member with capacity 1 is already booked at 09:00, that time slot shows as unavailable to your customers.
5. Choose how bookings are accepted
For each ticket a staff member works on, you decide whether their bookings are confirmed automatically or need them to accept.
📌 How to access: app.smeetz.com > Products > Resources > your staff member > Edit > Notification settings
Under Booking acceptance, choose one of:
Auto-confirm. The booking is confirmed as soon as it is made. Use this when their schedule is decided by you and no confirmation is expected.
Require email accept. The booking is held as Reserved, awaiting you on the staff member's Availability page until they accept it. Use this when your team choose which work they take.
Each ticket the staff member is assigned to is listed separately, so you can require acceptance on one and auto-confirm another.
6. Choose which emails each staff member receives
In the same window, under Email notifications, switch on the events you want each staff member to be told about:
Created, a new booking arrives
Updated, the party size or notes change
Cancelled, the booking is cancelled
Reassigned, the booking moves to another lane
Settings are per staff member and per ticket, so each person only hears about their own work. Use Enable all notifications or Disable all notifications at the top to change every ticket at once, or Disable all inside a ticket to change just that one.
Acceptance and notification settings are saved together, so click Save changes once you have set both.
7. Follow a staff member's schedule
📌 How to access: app.smeetz.com > Products > Resources > your staff member > Edit > View availability
The Availability page is the fastest way to see where one person stands. At the top you get four figures:
Confirmed this week, bookings they have confirmed
Awaiting acceptance, bookings still waiting on them
Hours scheduled, total hours booked
Unavailable days, days they have been blocked out
Below that, Schedule lists each booking with its time, product, ticket, number of visitors, and status.
8. Block time when someone is not available
To stop a staff member being booked on certain dates, open their Availability page and click Set unavailability.
Blocked days are counted under Unavailable days and they cannot be booked during that period.
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