Why Add Multiple Staff Members to an Appointment

Some services require more than one staff member — whether it's a two-person job, a training session, or a consultation that needs a specialist alongside the primary provider. Adding all required staff members to a single appointment in Thryv Business Center™ keeps everyone's calendar in sync automatically. Each staff member receives notifications and reminders for the appointment, and the appointment appears simultaneously on every staff member's calendar, so no one misses a booking.

Before You Start: Avoid Double Booking

Before creating the appointment, check the availability of all staff members you plan to include. In the calendar view, check the boxes next to each staff member's name to display their availability on the calendar at the same time. Viewing all staff availability together helps you identify open time slots without accidentally double booking a staff member. A warning message will also appear inside the appointment creation window if the selected time conflicts with an existing appointment for any of the staff members being added.

The screenshot below shows the calendar view in Thryv Business Center with multiple staff members selected. Each staff member's availability is displayed in a separate color-coded column. The checkboxes to select or deselect individual staff members appear in the staff list on the left side of the calendar.

How to Schedule an Appointment with Multiple Staff Members

1. Click Schedule New in the left-hand navigation of Thryv Business Center, then click Appointment. Select the client for the appointment from the client search field.

   The screenshot below shows the new appointment creation window in Thryv Business Center. The client search field appears at the top of the window. No service or staff member has been selected yet at this stage.

   

2. Select the service for the appointment from the service list, or select Custom Service to enter a service manually.

   The screenshot below shows the service selection step of the appointment creation window. The service list displays all available services with their duration and price. A Custom Service option appears at the bottom of the list for services not already configured in Thryv Business Center.

   

3. Select the date and time for the appointment using the calendar and time picker.

   The screenshot below shows the date and time selection step of the appointment creation window. The calendar displays the current month with available time slots highlighted. The selected date and time appear confirmed at the top of the window.

   

4. Click the additional staff icon to open the staff selection field. The additional staff icon appears below the primary staff member field in the appointment creation window.

   The screenshot below shows the appointment creation window with the additional staff icon highlighted. The icon appears as a person silhouette with a plus sign. The primary staff member field appears above it, already populated with the assigned staff member.

   

5. Select the additional staff member from the dropdown that appears. Repeat this step for each additional staff member you need to add to the appointment.

   The screenshot below shows the additional staff dropdown open in the appointment creation window. The dropdown displays a list of available staff members by name. Each staff member's name appears as a selectable option. Staff members who are already added to the appointment do not appear in the dropdown a second time.

   

6. Click Schedule Appointment to save the appointment and confirm it for all staff members.

   The screenshot below shows the appointment creation window at the final step with all staff members added and the Schedule Appointment button visible at the bottom. The selected service, date, time, client, and all staff members are displayed as a summary before confirming.

   

After the appointment is saved, the appointment appears simultaneously on the calendar of every staff member added. Each staff member receives a notification and a reminder for the appointment. The screenshot below shows the calendar view in Thryv Business Center after the appointment has been created, with the appointment block appearing on the calendar rows of all staff members who were added.

Frequently Asked Questions

What does this article cover?

This article covers how to create an appointment with multiple staff members in Thryv Business Center, including how to avoid double booking and how to add or remove staff after the appointment is created. This article does not cover all appointment scheduling options. For a complete guide to scheduling appointments in Thryv Business Center, see How to Schedule an Appointment in Thryv Business Center.

Which staff member can edit or reschedule a multi-staff appointment?

Only the primary staff member assigned to the appointment can edit or reschedule it. Additional staff members added to the appointment do not have the ability to make changes. Clients also cannot reschedule a multi-staff appointment from the Client Portal.

Will each staff member receive an .ics calendar file for the appointment?

Yes. Each staff member added to the appointment will receive an .ics file, which will sync to their external calendar if they have an external calendar connected. There is a setting in Thryv Business Center to disable .ics file delivery if needed.

Can I add multiple staff members to group events?

No. Multiple staff members can only be added to one-on-one appointments. Group events in Thryv Business Center support only a single staff member per event.

Will adding a staff member to an appointment also assign them to the client record?

No. Adding a staff member to an appointment does not automatically assign that staff member to the client record. To assign a staff member to a client record, update the client card separately. See How to Assign a Staff Member to a Client in Thryv Business Center for instructions.

Can I add or remove additional staff members after the appointment is created?

Yes. To add or remove additional staff members from an existing appointment, click on the appointment in the calendar to open the appointment detail screen. Then click Add/Remove next to the additional staff section. A window will open where you can check or uncheck staff members to add or remove them from the appointment.

The screenshot below shows the Add/Remove staff window that appears when editing an existing appointment. The window displays a list of staff members with checkboxes. Staff members currently on the appointment have their checkboxes checked. Staff members not on the appointment have their checkboxes unchecked.

Note: When adding staff members through the Add/Remove window after the appointment has been created, Thryv Business Center does not display a double booking warning. Confirm the staff member's availability manually before adding them to avoid scheduling conflicts.

Can I add more staff members to Thryv Business Center?

Yes. To add a new staff member to Thryv Business Center so they can be included on appointments, see How to Add Staff Members to Thryv Business Center.