Team scheduling

Add colleagues to your workspace and an event type can rotate its bookings between them, so whoever is free and furthest behind their share gets the next one.

Inviting your team

Open Team Members in the sidebar — it is visible to admins only. The page is headed Team Management.

1. In Invite Member, enter the person's email. You can leave it blank for an open invite that anyone with the link can accept.
2. Choose a role: Member or Admin.
3. Click Create Invite.
4. Copy the invite link that appears and send it to them yourself. Calemander does not email the invite for you at this step.

Invites appear under the Pending tab with their expiry date, and can be revoked. Once accepted, the person moves to Active.

Roles

There are two. Admins can manage the team, run a Calendly import, configure hosts on an event type, and see every booking in the workspace. Members manage their own event types and bookings. Everyone can see the billing page, though only admins can change the plan.

A person's role is fixed when you invite them — there is no way to change it afterwards. For a member, you can remove them and invite them again at the right role. An admin cannot be removed from the page at all, and neither can you remove yourself, so getting an admin back down to member is not something the dashboard can do today. Contact support if you need it.

Round-robin

Open an event type and expand Hosts, then tick Enable Round-Robin and select the members who should host it. The section is available to admins in a workspace with more than one member.

A time is offered on the booking page if any selected host is free for it. When someone books, the booking goes to a host who is genuinely free at that moment — their working hours allow it, nothing on their calendar clashes, and they are not already at their daily or weekly meeting cap. Among those, it goes to whoever is furthest behind their share, and ties go to whoever was booked longest ago. It is not random.

If one host's calendar cannot be read, they are left out of that request rather than blocking it. If none of the hosts' calendars can be read, the booking page reports the problem instead of offering times.

Shares

Each selected host has a Share value from 0 to 100. Shares are an aim rather than a quota the scheduler holds to: a host is only ever offered a booking they are actually free for, so the real split drifts from the aim when calendars differ. A share of 0 makes someone a backup: they are only used when nobody else is free.

Under the shares, Last 30 days shows how bookings have actually been shared out against those aims. Cancelled bookings drop out of the count. Someone who joined partway through the window has their aim reduced to match the time they have been on the event type.

Other kinds of team event

Round-robin is one of four Format choices on the first screen of New Event Type. Two of the others are worth knowing about:

• Collective — every host attends together. A time is only offered when all of them are free, and each host gets the meeting on their own calendar. Invitees see it labelled Team meeting.
• Group class — several people book the same slot. The booking page shows Group (N seats) and how many seats are left, and the time disappears once it is full. Each seat is its own booking, with its own calendar invite and its own reschedule and cancel links.

Collective and Round-robin both need a pool to draw from, so they are offered only to a workspace admin whose workspace has more than one member; Group class is offered to everybody. A Calendly import brings all of these across as the kind they already were, and the public API accepts the same four formats. If you need a hand setting one up, contact support.

Seats and billing

On Pro, team members are seats. The Free plan is a single member, so inviting anyone means moving to a paid plan. Pro is billed per seat: an invite that has been issued but not yet accepted counts as a seat until it expires, and adding or removing a member updates your seat count automatically.

Studio is billed per location instead, and members are not counted or charged for at all — invite as many instructors as you have. Nothing about a Studio workspace's team changes what it pays. See Billing and plans.

Last checked 2026-09-08.