Simplify Team Scheduling with Teams Feature

Use TidyCal Teams to share scheduling across hosts: create a team, invite members, and offer Collective, Round Robin or Team Managed booking types.

Overview

Teams is available on Pro ($12/month or $99/year) or the Agency Lifetime Plan ($79 one-time).

More than just a scheduling tool, TidyCal Teams solves the real-world challenges of group coordination. From automatic booking distribution to collaborative meeting types, it brings clarity and control to your calendar—so your team can focus more on doing great work, and less on logistics.

Powerful Features Built for Teams

TidyCal Teams brings your team, its members and its booking types together in one place.

All-in-One Team Management No more scattered tools or back-and-forth emails— manage your team, its members, and its booking types in one place, while members keep their own calendars.

Advanced Team Booking Modes Choose how your team gets booked: every host in one meeting (Collective), one available host per booking by priority (Round Robin), or a copy of the booking type for each host to manage (Team Managed).

Seamless Calendar & Video Integrations Each member connects their own Google, Microsoft or Apple calendars, and each booking type can use Zoom, Google Meet, Microsoft Teams or a custom video link.

🛠 Setting Up a Team

You’ll need the Pro ($12/month or $99/year) or the Agency Lifetime Plan ($79 one-time, via AppSumo) to unlock Team functionality.

Team seats: Pro and Agency Lifetime purchased before September 1, 2026 include unlimited team members. Agency Lifetime purchased on or after September 1, 2026 includes 4 team seats, including you as the owner, and pending invitations count toward the limit. Adding more members shows "Your plan is limited to 4 team members. Upgrade to Pro for unlimited seats."

• Already have a Free Plan or Individual Plan account? Subscribe to Pro directly on TidyCal, or upgrade your lifetime license to the Agency Plan on AppSumo. Upgrade the existing license rather than activating a second code on the same account — see How do I activate my AppSumo code.

• New to TidyCal? See plans and pricing on tidycal.com/pricing or check the lifetime deal at AppSumo.com.

Create a Team

1. Log into your TidyCal account.
2. Click Teams from the sidebar.
3. Click the + Create team button.
4. Fill in your team’s details.
5. Under Members, click + Add member and enter each person’s email address.
6. Click Create team.

Invite Members to Your Team

To invite members:

1. Go to Teams.
2. Click the team's card (or open its ⋮ menu and choose Edit team).
3. Click + Add member.
4. Type in the email address for each member.
5. You can assign their role now or later.
6. Hit Save changes – this sends the invitation to the members.

Tips for a smooth invite

Need to resend an invite?

1. Go to Teams.
2. Click the team to open Edit team.
3. Find the member with Pending status.
4. Click Resend invitation under their email address. The email goes out straight away — there is no need to save. Only team Owners and Admins see this link, and it disappears once the invite is accepted.

Removing members

1. Log in and click Teams.
2. Click the team to open Edit team.
3. Scroll to Members.
4. Click Remove next to their name.
5. Click Save changes. The member is also removed as a host from the team's booking types.

🧩 Understanding Team Booking Types

TidyCal’s Team system supports three advanced booking types:

Multi-Member Meetings

Let multiple team members join the same meeting. Great for group calls or panel sessions.

Round Robin

Assign each booking to one team member, picking the host you mark as Highest priority first. Ties among same-priority hosts are broken randomly.

Team Managed

Each selected host gets their own copy of the booking type in their account and manages its availability and bookings.

These booking types give you the flexibility to match your team’s workflow. Whether you want every host in one call (Collective), one available host per booking (Round Robin), or a copy for each host to manage (Team Managed) — TidyCal’s Team system adapts to how you work.

Team Branding and Appearance

Customize your team's booking page to present a unified, professional appearance to clients.

Logo Upload Guidelines

• Supported formats: JPG, PNG, GIF, BMP or WebP
• Recommended size: at least 400 pixels on the longest side (logos are resized to 400 pixels on upload)
• Best practice: Use square images for consistent display

Description Formatting

Team descriptions support rich text formatting: text size, bold, italic, underline, strikethrough, text and background color, links, and right-to-left text.

Team Naming Best Practices

• Keep it professional: Use your company name or department name
• Make it memorable: Clients should easily recognize your team
• Consider SEO: Include relevant keywords if appropriate
• Check availability: URL slugs must be unique across all TidyCal teams

Promoting Your Team Booking Page

Every team gets a dedicated booking page at https://tidycal.com/team/your-team-slug. Share it widely to maximize bookings:

• Website integration: Add your team page link to your main website or contact page
• Email signatures: Include the team page URL in team member email signatures
• Social media: Share your team page on LinkedIn, Twitter, and other social channels
• QR codes: Generate a QR code pointing to your team page for business cards and print materials

By default the team page has Team and Members tabs, so visitors can also open each member's personal booking page. To show only the team's own booking types, open the team (Edit team) and turn off Show members' personal booking types on the team booking page. Links to the members page then open the team page instead.

Understanding Collective vs Round Robin Team Bookings

When creating team booking types, you can choose Collective, Round Robin, or Team Managed. This section compares Collective and Round Robin, which serve different purposes. Each booking type uses one mode, but a team can have several booking types in different modes, and both modes work with a single host (that host gets every booking).

Collective Meetings - All Hosts Required

What it is: Only times when ALL assigned hosts are available will be shown to bookers. All hosts attend the same meeting.

Use cases:

• Partner meetings where both partners must attend
• Panel interviews with multiple interviewers
• Client onboarding requiring multiple team members
• Team consultations where everyone's expertise is needed

Example: You and your business partner both need to attend every client onboarding call. TidyCal only shows times when BOTH of your calendars are free.

Round Robin - One Host per Booking

What it is: Assign each booking to one available team member. For any given slot, TidyCal shows the slot on the team booking page when at least one host is free (the union of host availability). When a client books, TidyCal picks the free host with the highest Round Robin priority; if multiple free hosts share the same priority, one is selected at random.

Use cases:

• Sales teams rotating demo calls across reps
• Support teams where any available agent can take the meeting
• Customer success managers sharing client onboarding across the team
• One-host meetings where you want clients to book without picking a specific person

Example: You have 3 sales reps (Rep A, Rep B, Rep C) all set to Highest priority on a 30-minute demo. When a client picks 2pm Tuesday, TidyCal checks which reps are free using each rep's availability schedule for the booking type, connected calendar Busy events, and existing TidyCal bookings. If Rep A and Rep C are free (Rep B has a calendar conflict), the booking goes to one of them at random. If you change Rep A to Highest priority and Reps B/C to Medium, Rep A is chosen whenever available; otherwise the booking goes to B or C (random tie-break). There is no sequential A-B-C rotation — every slot is evaluated independently based on priority and random tie-break.

Quick Comparison

How each team member's availability is checked

For both Collective and Round Robin team bookings, TidyCal checks each selected team member individually against four signals when computing available slots (time held by a pending booking invite the host has sent also counts as busy):

1. Each host's availability schedule — the schedule selected for them in the Team tab (their Default Availability unless you pick another), with their own hours in their own timezone. Hosts in different timezones are handled correctly: slots only appear when they fall within each host's personal availability hours.
2. Each host's connected external calendar events — any event marked as Busy in their Google, Microsoft, or Apple calendar blocks that time for team bookings. The host must have at least one calendar connected with Reading Enabled.
3. Each host's existing TidyCal bookings — bookings from other booking types (personal or team) on that host's account also block overlapping team slots.
4. The booking type's own restrictions — minimum notice, padding, how far in advance, and booking limits are applied once from the booking type's settings, uniformly for all hosts.

For Collective meetings, a slot only appears if all selected hosts are free on every signal. For Round Robin, a slot appears if at least one host is free, and TidyCal picks the highest-priority available host when the booking is made.

Important: The "Ignore External Calendar Conflicts" toggle on a team booking type is all-or-nothing at the booking type level, not per host. If enabled, TidyCal skips calendar Busy events and cross-booking-type conflicts for every host — only existing bookings on this exact booking type block slots for the availability check.

Additional nuances:

• Every host uses their own schedule: each host — including the plan owner — is checked against the availability schedule chosen for them in the Team tab (a per-host Availability schedule dropdown; it defaults to that host's Default schedule), in their own timezone. There is no separate owner exception or second filter.
• Round Robin host priority (set per host in the Team tab): five levels — Highest, High, Medium, Low, Lowest priority. Among hosts free for a given slot, TidyCal shuffles, then picks the Highest-priority host. Ties are broken randomly. Round Robin does not rotate sequentially.
• Collective uses the intersection (a slot shows only when every selected host is free); Round Robin uses the union (a slot shows when at least one host is free, then TidyCal picks the host).

Troubleshooting Team Bookings

No available times showing for Collective meetings

A Collective time is offered only when every assigned host is free, so this means there is no overlap in the hosts' availability or calendars. Try:

• Check each host's availability schedule selected for the booking type (or their Default Availability if none is selected)
• Check each member's connected calendars for busy events, including any calendar account showing Please Reconnect, whose last-synced events can keep blocking time for up to 30 days
• Reduce the number of required hosts
• Consider using Round Robin instead if not everyone needs to attend

One team member is getting most of the Round Robin bookings

Round Robin does not track workload or meeting counts. For each slot, TidyCal picks the free host with the highest Round Robin priority; if multiple hosts share the same priority, one is selected at random. If all hosts share the same priority, differences in Default Availability, connected calendar events, and existing TidyCal bookings will cause uneven real-world distribution. To influence who gets more bookings, raise a host's priority (Highest → Lowest). To lower a host's share, set them to Low or Lowest priority.

A member still shows Pending

A Pending invite hasn't been accepted by any account yet, and invitations don't expire. The invite link only works for a logged-in account, and it joins whichever account is logged in when it is clicked. If the member opened it while logged in to an account that is already on the team, the invite stays Pending. If a different TidyCal account of theirs joined instead, remove that account and invite them again.

1. Ask them to log out of TidyCal.
2. In Edit team, click Resend invitation under their email.
3. Ask them to click Accept Invitation in the new email while logged in to the TidyCal account they want on the team.

TidyCal isn't seeing a member's calendar events

• Ignore external calendar conflicts. is on. A team Owner or Admin can turn this on in the booking type's Restrictions tab. While it is on, calendar events are ignored, and only existing bookings on this same booking type still block a host's time.
• No calendar is enabled for reading. TidyCal checks only read-enabled calendars; if none is, it treats the member as always free. The member switches a calendar to Reading enabled in Integrations → Calendars.
• The calendar account is disconnected. It shows Please Reconnect; its events stop updating, and 30 days after the connection failed they stop blocking time altogether. The member clicks Please Reconnect.
• The events are on a calendar TidyCal doesn't check. TidyCal reads only the calendars in the member's connected calendar accounts. Connect that account too, or share the calendar with an account that is already connected (see Google Calendar or Microsoft 365), then set it to Reading enabled.

If none of these apply, contact TidyCal support.

Frequently Asked Questions

Why does a team member see an upgrade prompt?

Plans belong to each person, not the team. On the team's booking types, and on Team Managed copies in members' accounts, members get the team's features without a plan of their own. Their personal booking types and account-wide features, such as Zapier and the API, follow their own plan. See Team Member Roles in TidyCal.

Who can approve team bookings that need approval?

When Manually approve bookings. is on, the booking type's owner, any host assigned to the booking, or a team Owner or Admin can click Approve or Reject on the booking in Bookings.

Can I see my team members' calendars?

No. Team Owners and Admins can't see members' connected calendars or edit their availability — each member manages their own in Availability and Integrations → Calendars. On a Collective or Round Robin booking type you can choose which of each host's availability schedules applies in the Team tab.

Where is the booking link for a Team Managed booking type?

A Team Managed booking type has no link of its own. Each assigned host gets a copy in their own Booking types page, and that copy has the booking link to share.

Related Articles

• Setup Team Booking Types
• How to create a round-robin booking type
• Team Member Roles in TidyCal