What Can Each Team Member Role Do in TidyCal?
Team member roles in TidyCal: see what the Owner, Admins and Users of a team can do, and how to make someone an Admin in Teams → Edit team.
Overview
Every TidyCal team (on Pro or Agency Lifetime) has three roles: Owner, Admin and User. Roles decide who can manage the team and its booking types. They do not change anyone's own plan.
Types of Roles
Owner
- The Pro or Agency Lifetime account holder who created the team.
- Full control over the team, its members and its booking types.
- The only role that can make a member an Admin.
Admin
- Helps run the team: edits team details, invites members and manages team booking types and their hosts.
- Can edit every team booking type, whoever created it.
- Gets every booking type editor feature on team booking types, whatever their own plan.
User
- The standard role for team members.
- Can be a host on team booking types and can view the team's booking types and bookings, but cannot edit the team or its booking types.
- Their own plan applies to their personal booking types. Team Managed copies in their account get the team's features, whatever their plan.
What Each Role Can Do
| Action | Owner | Admin | User |
|---|---|---|---|
| Edit the team name, URL, logo and description | ✓ | ✓ | ✗ |
| Add members and resend invitations | ✓ | ✓ | ✗ |
| Make a member an Admin | ✓ | ✗ | ✗ |
| Remove members | ✓ | ✓ (members with the User role) | ✗ |
| Create, edit and delete team booking types, and assign hosts | ✓ | ✓ | ✗ |
| Set up the team's custom domain | ✓ | ✓ | ✗ |
| Delete the team | ✓ | ✓ | ✗ |
| Approve or reject team bookings | ✓ | ✓ | Only bookings they host |
| View the team's booking types and bookings | ✓ | ✓ | ✓ |
Plans and Team Booking Types
Plans belong to each person, not the team. What decides the features in the booking type editor is who owns the booking type:
- Team booking types use the team owner's plan, so the Owner and Admins get every editor feature, including SMS reminders, custom emails, booking limits, booking approval, AI tools and CC emails, whatever their own plan.
- Personal booking types use their owner's own plan. A member on the Free Plan still has Free Plan limits on their personal booking types.
Some things come from the person who created the booking type:
- Payments: paid bookings use the Stripe or PayPal account of whoever created the booking type, so the creator must have payments connected in Integrations → Payments.
- Video links: Zoom and Microsoft Teams links use the booking type creator's connection. Google Meet links come from the Google calendar the booking is added to; on round robin booking types, the assigned host's.
How to Make a Member an Admin
Only the team Owner can do this, when inviting a new member or by editing an existing team.
- Go to Teams in the sidebar.
- Click the team's card (or ⋮ → Edit team) to open the Edit team panel.
- Scroll to the Members section.
- Use the dropdown next to the member's email and select Admin.
- Click Save changes.
For creating a team and inviting members, see Teams.
Deleting a Team
The Owner or an Admin can delete a team. Go to Teams in the sidebar, open the team card's ⋮ menu, click Delete and confirm.
- TidyCal will not delete a team that still has upcoming bookings. You'll see This team still has 2 upcoming bookings. Cancel or reschedule them on the team's Bookings page before deleting the team. (with your own count). Cancel or reschedule those bookings first.
- Deleting a team also removes the Team Managed booking types it created in members' accounts, and the team's booking page link stops working.
Troubleshooting
I don't see Admin in the role dropdown
- Only the team Owner can make someone an Admin. Admins can add members with the User role only.
A member can't edit a team booking type
- Members with the User role cannot edit the team or its booking types. Ask the Owner to make them an Admin.
"Your plan is limited to 4 team members"
- Agency Lifetime purchased on or after September 1, 2026 includes 4 team members, including the owner. Pending invitations count toward the limit.
- Remove a member or a pending invitation, or subscribe to Pro for unlimited seats.
An invitation didn't arrive
- Open the team and click Resend invitation under the pending member's email.
- Ask them to check their spam folder. If it still doesn't arrive, email support@tidycal.com.
Frequently Asked Questions
Which plan do I need for Teams?
Creating a team requires Pro ($12/month or $99/year) or Agency Plan ($79, one-time lifetime payment). Members can be on any plan. See the plan comparison.
How many team members can I add?
Pro has no team-member limit, and neither does Agency Lifetime purchased before September 1, 2026. Agency Lifetime purchased on or after that date is limited to 4 team members including the owner — the owner plus 3 invitees. Pending email invitations count against the limit. Subscribe to Pro for unlimited seats.
Can an Admin edit booking types the Owner created?
Yes. The Owner and all Admins can edit every team booking type, whoever created it. Personal booking types can only be edited by the person who owns them.