How can all staff members receive appointment notifications, even it they aren't assigned?

[AurumRecording]

I own a recording studio & when a client books a new session, I want all of my team members to be notified. Currently, only the owner and the team member automatically assigned to the appointment is being notified. At my business, engineers decide if they are available to take the session based on their availability. Because of this, we are sometimes rushing to find someone to take a session if the 1 or 2 people that received the notification don't look at their device in time and/or don't communicate that they received the appointment request with the rest of the team. Is there a way to send the notification to all team members? 

[Summer2024 · Accepted solution]

Hi, @AurumRecording ! Welcome to the Square Community! 

Currently, Square Appointments only sends automatic notifications to the appointment owner (business owner) and the specific staff member assigned to the booking. There isn’t a built-in option to notify all team members simultaneously when a new appointment is booked.

Some potential workarounds here: 

Assign Appointments to a “Booking Coordinator” Role

• Assign all incoming appointments initially to a specific team member who acts as a scheduler.

• This person then notifies the rest of the team manually or reassigns the appointment to the engineer who accepts it.

• This adds a layer of communication control but requires manual effort.

Use a Third-Party Integration or Zapier Automation

• Connect Square Appointments with tools like Zapier to create custom workflows.

• For example, when a new booking is created, Zapier can send a notification email or message to your whole team automatically.

• This requires setting up a Zap and linking your Square account, but it’s very effective for team-wide alerts.

I know it isn't the answer you were probably looking for, but I hope it helps!