# Specialist access

A specialist does not need the whole branch journal — they need their own appointments. You can give access to them in two ways.

| | In the account | In the mini app |
|---|---|---|
| What the specialist needs | An account on the platform and a seat in the project team | Only the messenger your bot works in |
| How it is connected | A role with a permission for own appointments + a link to the specialist card | A one-time code from the specialist card |
| What they see | The journal with their own appointments, their own schedule | Their appointments by day, the appointment card, their own schedule |
| What they can do | Mark the visit and write a note; with "Manages own appointments" — book, reschedule, cancel | Mark the visit and write a note |
| Clients' phone and email | Only with the "Sees client contacts" permission | Not shown |
| What is needed from you | A seat in the team | A Pro subscription and a mini app |

The two ways can be combined.

## Specialist in the account

### Set up access

1. Add the specialist to the project team and assign them a role. How to do it is described in the [Account and projects](https://support.watbot.org/account) section. Team seats are a separate service, see [Prices of additional services](https://support.watbot.org/billing/services).
2. In the role, in the "Appointments" block, check one of the permissions of the "Appointment journal" group:
   - "Sees own appointments" — the specialist sees appointments with them, marks "Attended" and "No-show" and leaves a note;
   - "Manages own appointments" — the same, plus books clients with themselves, reschedules and cancels their own appointments.
3. Decide whether the "Sees client contacts" permission is needed. Without it, the specialist does not see clients' phone and email.
4. Open the specialist card: "Specialists" → the specialist you need. In the "Team member account" block, choose this team member and click "Save".

The link on the card is what grants access: the specialist gets access only to the branches that have a specialist linked to their account.

!["Team member account" and "Specialist’s mini app" blocks in the specialist card](https://support.watbot.org/_media/en/06-booking/_images/master-access.webp?v=1791781230)

> [!IMPORTANT]
> The platform treats a team member as a specialist if their only booking permissions are "Sees own appointments", "Manages own appointments" and "Sees client contacts". If you add any other permission of the section to the role, for example "Work schedule", the team member will see all branches of the project.

### What the specialist sees

In the branch menu, the specialist has "Journal" and "Schedule", and with the "Sees client contacts" permission also "Clients". They do not have the "Reviews", "Specialists", "Services" and "Settings" sections.

- **Journal** — only the column with their appointments.
- **Schedule** — only their row, without the ability to change it.
- **Clients** — only those who booked with them.

Without the "Sees client contacts" permission, the platform does not give the specialist the client's phone and email: they are neither in the journal nor on the appointment card, and appointment search works only by name. The specialist can see the client's name and their comment on the appointment.

### Appointments in Telegram

The specialist learns about new appointments, reschedules and cancellations from the account notifications. To receive them in Telegram, the specialist opens the journal and clicks "Connect Telegram" in the banner above it, and then "Start" in the notification bot. The evening summary of tomorrow's appointments comes there too.

The specialist card, in the "Team member account" block, shows whether Telegram is connected: "The specialist receives appointments in Telegram." or "Telegram is not connected: appointments arrive only in account notifications. It can be connected in the appointment journal."

### Appointments in the phone calendar

The specialist can subscribe their phone calendar to their appointments.

1. In the journal, click "To calendar".
2. Choose "iPhone and Mac" or "Google Calendar". For other calendars, copy the address from the "Link for other calendars" field.

Appointments will appear in the calendar on their own. The calendar does not update instantly: iPhone within an hour, Google up to a day. Events contain the service, the client's name and comment; the client's phone and email are not in the calendar. The calendar gets appointments for the last 7 days and 90 days ahead.

> [!WARNING]
> The calendar link is like a key: anyone who has it sees the specialist's schedule. If the link has fallen into the wrong hands, the specialist clicks "Recreate link" in the same window. An administrator can reset it from the specialist card — the "Reset link" button.

## Specialist in the mini app

A specialist without an account can see their appointments in the same mini app clients book through.

### Add specialist screens

In the mini app builder, the elements for specialists are in the "For specialists" group:

| Element | What it shows |
|---|---|
| "Specialist sign-in" | A field for the code. Someone already signed in sees a button to go to the appointments |
| "Specialist’s appointments" | A strip of days with the number of appointments and the appointments of the chosen day |
| "Specialist’s appointment card" | Services, time, the client's name and comment, the "Client came" and "Client did not come" buttons, the specialist's note |
| "Specialist’s schedule" | Working hours and breaks for the coming days |

A client who reaches a specialist screen does not see the appointments — only the text from the "Text for those who are not specialists" setting.

How to build screens and connections between them is described in the [Mini apps](https://support.watbot.org/mini-apps) section.

### Give a code

1. Open the specialist card and find the "Specialist’s mini app" block.
2. Click "Get a code".
3. Give the specialist the eight-character code. The code works once and is valid for a day.
4. The specialist opens the mini app from the messenger, goes to the "Specialist sign-in" screen and enters the code.

If the mini app is connected to a Telegram bot, links appear under the code: "Copy link" copies an address that opens the app with the code right away — when the app is the bot's main one. Entering the code manually is the most reliable way.

After sign-in, the block shows "Linked: …" with the specialist's name in the messenger.

A code can be given by the project owner or a team member with the "Services and specialists" permission. Other team members do not see the block.

### What the specialist sees in the app

- their appointments by day — without canceled ones;
- on the appointment card — services and prices, time, the client's name and comment. There is no client phone or email;
- their schedule for the coming days.

What the specialist can do:

- mark "Client came" or "Client did not come" when the visit time has come, and undo the mark if they made a mistake;
- leave a note on the appointment.

The specialist cannot book clients, reschedule or cancel appointments from the app.

### Messages from the bot

Your bot writes to a linked specialist about appointments — the same bot that writes to clients: about a new appointment, a reschedule and a cancellation, and in the evening — a summary for tomorrow. Under the message there is a button that opens the appointment in the app.

This requires a Pro subscription and the specialist's contact in the bot. The "Specialist’s mini app" block says whether it works: "The salon bot writes to them about appointments." or "No messages about appointments: the specialist has no contact in the bot."

### Unlink or link again

- "Unlink" — the specialist stops seeing appointments in the app and receiving messages about them.
- "Link again" — gives a new code, for example when the specialist has changed their messenger account. The old link works until the new code is used.
- "New code" — replaces a code that has not been used yet.

If "Accepting clients" is turned off for the specialist, access to the app and bot messages are paused. The link is kept and comes back when the switch is turned on again.

## Evening summary

The summary of tomorrow's appointments is turned on in the branch settings: "Settings" → "Notifications" → "Evening summary of tomorrow’s appointments". It comes:

- to a specialist with an account — to the account notifications and to Telegram, if they connected it;
- to a specialist from the mini app — as a message from your bot.

The summary has the time, services and client's name for each appointment, without phone and email. If there are no appointments tomorrow, no summary is sent.

## If something does not work

- **The specialist does not see the branch in the list.** Their account is not selected in the "Team member account" block on the specialist card in this branch.
- **The specialist sees all branches and other people's appointments.** Their role has a permission that opens the whole branch: "View appointments and clients", "Manage appointments", "Services and specialists", "Work schedule" or a permission from the "Administration" group.
- **The specialist does not see the client's phone.** The role does not have the "Sees client contacts" permission.
- **"The code is wrong or has expired. Ask the administrator for a new one."** The code is valid for a day and only once. Click "New code" or "Link again" and give the specialist the new one.
- **"Too many attempts. Try again in ten minutes."** The code was entered incorrectly five times in a row.
- **"Specialist sign-in is not available here: open the app from the messenger."** The specialist opened the app in a browser as a guest. Linking works only from the messenger.
- **The specialist does not get messages from the bot.** Check the Pro subscription and that the specialist has not blocked the bot. The specialist must have "Accepting clients" turned on.
- **There is no "To calendar" button or Telegram banner in the journal.** They are shown only to a team member whose account is linked to the specialist card in this branch.