Team Member Roles in TidyCal
Updated: August 26, 2025
Overview
In a TidyCal agency account, team roles define what each member can do. Assigning roles helps you manage permissions, keep booking types organized, and ensure smooth team collaboration. With the right role, your members can work within their own booking spaces while you keep control of overall TidyCal team management.
In TidyCal, the agency owner can assign two roles: User or Admin.
Types of Roles
User
- Standard TidyCal team role with no special privileges
- Can only manage their own booking types and booking page
- Access depends on their individual license (Free or Paid)
Admin
- A higher-level role with extended permissions in TidyCal
- Unlocks advanced agency account features such as creating team booking types and assigning hosts
- Permissions are still limited by their active license (Free or Individual plan)
Admin Role Features
Admins gain access to different features depending on whether they are on a Free license or an Individual plan. These permissions impact how they can manage TidyCal booking types, video conferencing integrations (Zoom, Google Meet, Microsoft Teams), and payment options (Stripe, PayPal).
Why it matters: Choosing the right role helps you balance control and collaboration, prevent accidental changes, and streamline setup across your agency’s booking types.
| Feature | Admin (Free Plan) | Admin (Individual Plan) |
|---|---|---|
| Create a Team | ✗ | ✗ |
| Add members to Team | ✓ | ✓ |
| Assign roles to members | ✗ | ✗ |
| Create a Team booking type | ✓ | ✓ |
| Generate description with AI | ✗ | ✓ |
| Select video conferencing options | ✗ | ✓ |
| Phone call options | ✓ | ✓ |
| Custom location options | ✗ | ✓ |
| Paid bookings (Stripe / PayPal) | ✗ | ✓ |
| Enable Team-based booking types | ✓ | ✓ |
| Assign hosts | ✓ | ✓ |
| Set max bookings per period | ✗ | ✓ |
| Manually approve bookings | ✗ | ✓ |
| Ignore external calendar conflicts | ✓ | ✓ |
| Offer as multi-session package | ✗ | ✓ |
| Allow multiple attendees per time slot | ✗ | ✓ |
| Allow attendees to bring guests | ✗ | ✓ |
| Generate questions with AI | ✗ | ✓ |
| Redirect to custom page after booking | ✗ | ✓ |
| Custom calendar invite | ✗ | ✓ |
| Custom email reminders | ✗ | ✓ |
| Set custom reply-to address | ✗ | ✗ |
| SMS reminders | ✗ | ✗ |
| CC your team on booking notifications | ✗ | ✓ |
| Booking page theme | ✓ | ✓ |
| Enable private mode | ✓ | ✓ |
| List in public TidyCal Directory | ✗ | ✓ |
How Team Booking Type Permissions Work
When editing team booking types, permissions work differently than with personal booking types. This allows team members to collaborate effectively, even if their individual plan has limitations.
Permission Inheritance for Team Booking Types
When a team member (Admin or User) edits a team booking type, they gain access to features based on the booking type itself, not just their personal plan:
- Personal Booking Types → Features limited by your individual plan (Free, Individual, or Agency)
- Team Booking Types → Features available to all team members editing that booking type, regardless of personal plan
Example: A team member with a Free plan can access Individual Plan features (custom emails, booking limits, AI tools) when editing a team booking type created by an Admin with an Individual Plan.
What This Means for Your Team
Benefits of Team Booking Type Permissions:
- Collaborative Editing → Team members can fully configure team booking types without needing to upgrade their personal accounts
- Feature Access → Free plan users can use advanced features (AI, custom emails, booking limits) when working on team booking types
- Flexible Workflows → Admins can delegate booking type management to team members without worrying about plan restrictions
Important Limitations:
- Personal booking types created by Free plan users still have Free plan restrictions
- Paid booking features (Stripe/PayPal) use the booking type creator's payment integration
- Video conferencing options (Zoom, Google Meet, Teams) require the booking type creator to connect those integrations
How Permissions Are Checked
TidyCal checks permissions in this order when you edit a booking type:
- Is this a team booking type? → If yes, grant access to team-level features
- What is your personal plan? → Additional features based on Free, Individual, or Agency tier
- Are you the booking type creator? → Full control over that specific booking type
This system ensures team members can collaborate effectively while maintaining appropriate access controls.
Important Notes
- Admin access applies only to the Teams they belong to.
- Paid bookings always use the Admin’s Stripe or PayPal account — each Admin must connect their own integration.
- Agency owners cannot edit booking types created by Admins, and Admins cannot edit booking types created by the owner or other Admins.
- Video conferencing options (Zoom, Google Meet, Microsoft Teams) are tied to the booking type creator’s integrations.
- Only the agency owner can assign or change member roles.
How to Assign an Admin Role
You can assign an Admin role when inviting a new member or by editing an existing Team.
- Go to Teams.
- Locate and edit the Team where the member belongs.
- Scroll to the Members section.
- Use the dropdown next to the member’s email and select Admin.
- Save your changes.
Next steps: Explore team booking types, connect integrations, and set up Stripe or PayPal for paid bookings.