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.

In Invite Member, enter the person's email. You can leave it blank for an open invite that anyone with the link can accept.
Choose a role: Member or Admin.
Click Create Invite.
If you entered an email, we send them the invite. The link also appears on screen, so you can send it yourself as well — useful if the email goes to spam.

An open invite emails nobody, because it names nobody. Its link stays available under the Pending tab for as long as it is live, so you can copy it again whenever you need it. If the link has been shared further than you meant, Revoke stops it working at once, and Regenerate does the same and gives you a fresh link in one step. Anyone who opens a revoked link sees that it is no longer valid.

Invites appear under the Pending tab with their expiry date, and can be revoked.

When an invite becomes a member

Opening the invite link signs the person in first, and they join the workspace at that moment — not when you send the invite. Until they sign in they stay under Pending, marked Invited, not yet signed in. They then move to Active.

This matters for two things. A pending invite still holds a seat on your plan, so it counts towards your member limit exactly as an active member does. And somebody who never opens their invite never becomes a member at all, so if a name is missing from Active, look under Pending first.

Each member's row also shows how they hear about their bookings, such as All booking emails on · texts off. Only they can change it, on their own Profile → Notifications; see Your notifications.

Letting people ask to join

Instead of sending every invite yourself, you can let people at your own email domain ask to join, or join without asking.

On Team Members, open Who can ask to join and add a domain such as firm.com. You can only add a domain you have already verified in this workspace — as your sending domain, or as your booking domain — because the setting decides who gets shown your workspace, and we will not take your word for a domain you have not proved. Public email domains like gmail.com cannot be added.

Choose what people at that domain can do:

Can ask to join — after they sign in, they are told your workspace uses Calemander and can send a request with an optional note.
Joins automatically — they become a member the next time they sign in, with no request and no approval. This needs a plan with room for more than one member.

Requests arrive in a Requests to join section at the top of Team Members, with the person's name, their email, and how they matched. Approve adds them as a member and uses a seat; Deny adds nobody. Either way they are emailed the outcome. A denial carries no reason and does not name you, and it stops that person asking again for thirty days.

People can also ask to join by typing your workspace address on their own sign-in screen, whether or not you have claimed a domain. Those requests land in the same place, marked as having been asked by address rather than matched.

Requests that nobody decides expire after fourteen days.

Roles

There are two. Admins can manage the team, run a Calendly import, configure hosts on an event type, see every booking in the workspace, and see and edit every host's event types — Event Types lists the whole workspace for them, grouped by host, with Host and Status filters. Members manage their own event types and bookings. An event type somebody else owns, which a member is a host on, is listed on their Event Types page with its booking link, but only its owner or an admin can change it. Everyone can see the billing page, though only admins can change the plan.

Someone who joins starts on the workspace's timezone and on Monday to Friday, 9am to 5pm, the same week the workspace began with, and Availability asks them to confirm or change it.

You can change somebody's role from the roster: every member row carries a role picker and a Remove, and where one of them will not work for that person it is shown disabled with the reason on it rather than left out. Three rules sit behind that.

You cannot change your own role. Hand the workspace over from the section below the roster instead.
You cannot remove yourself.
An admin has to be made a Member before they can be removed. Set their role first, then remove them.

The last admin cannot be demoted, so a workspace always has somebody who can administer 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.

The picker shows which calendar each member has connected — Google, Outlook or CalDAV (iCloud, Fastmail and others). A member with none of them cannot be added, because they would look free at all times.

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. "Their calendar" means every calendar that member chose to check on their own Calendar Settings page. 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.

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 2026-09-25.