Team & Scheduling

Team & scheduling

Add photographers, control who can be assigned, and keep everyone's availability in sync so you never double-book a shoot.

The roles

📷

Photographer

Shoots jobs. Appears in the booking schedule and gets shoot notifications. No dashboard access by default.

🤝

Assistant

Can be assigned to shoots as on-site help, but isn't offered as the primary photographer on the public booking page.

📋

Manager

Logs into the dashboard to manage bookings, galleries, and the team. Doesn't shoot unless you enable it.

🔑

Admin

Full dashboard access like you, minus billing.

Setting up your team

Invite a team member

Go to Team & Schedule → Add, enter their email and pick a role. They get an email invite to set a password and join.

Decide who can be booked

Each member has a “Show in photographer selection” toggle. Turn it on for anyone who shoots; admins and managers are off by default so they're never accidentally assigned.

Connect calendars

Each person can connect their Google Calendar so their personal busy times show as blocks - KyoriaOS then won't let them be double-booked.

Assign shoots

When booking, you'll see each photographer's availability for that date (free, booked, blocked, or travel conflict) and assign accordingly.

Calendar sync, explained

When a photographer connects Google Calendar:

🗓️ Their busy times for the next 90 days import as “Busy” blocks on the schedule (we only read free/busy - never event details).
⏱️ Each block shows the start and finish time and whose calendar it's from, so you can fit a shoot accurately.
🚫 Those blocks stop that person from being assigned during conflicting times.
🔄 It re-syncs automatically; a Sync Now button refreshes immediately.

You can also subscribe to your KyoriaOS schedule from Apple Calendar or Outlook using the read-only feed link in the sync panel.

Reading the schedule

Week / 2-week / Month / Day views - switch based on how far ahead you're planning.
Filter to one photographer or see the whole team at once, each in their own color.
Click any shoot or busy block to see full details in a popup.
The “This week's availability” recap shows who's free at a glance.