Using Team Management

Team Management is the easy way to onboard your organization to YouCanBook.me. As the Account Owner for your organization, you can invite your team members to join your account, and create booking pages that generate bookings directly into their own calendars.

Using Team Management also allows a single YouCanBook.me account to have multiple Administrators, allowing for secure booking page management. 

Understanding account roles

YouCanBook.me offers 4 different user roles: the Account Owner, Administrators, Editors and Contributors. 

There can only be one Account Owner per YouCanBook.me account. The Account Owner is responsible for billing, and has the ability to invite new people to join the account, as well as create booking pages for anyone on the team. 

Read more about how all these roles function, and how to adjust roles for members of your team here. 

Invite colleagues to join your YouCanBook.me account

The Account Owner can invite team members via this link, or by selecting Team Management from the account dropdown menu. Click the Invite team members button to get started.

Enter the email addresses of the team members you'd like to invite to join your account as a Contributor. This will trigger an email to them. 

Inviting an existing YouCanBook.me user

If your team member already has a YouCanBook.me account, the email will come with the subject line "[account email] has requested control over your YouCanBook.me account." 

When the team member accepts this invitation, they will  temporarily not be able access any booking pages on their dashboard, as their existing account will revert from Account Owner to Account Contributor. 

All booking pages from their existing account will be automatically moved into the Account Owners dashboard. 

As the Account Owner or Administrator, you will later adjust their role to restore their access to existing booking pages. 

Inviting a new YouCanBook.me user

If your team member does not have an existing YouCanBook.me account, the email will come with the subject line "You’ve been invited to join YouCanBook.me." They will click  Accept Invitation from the email, and follow the prompts to create a Contributor account. 

Invitation & Integration flow for team members

Accepting the invitation

When the team member accepts the invitation from their email, they'll be taken into YouCanBook.me to start the setup process. First they will be prompted to accept the invitation to join the team account, along with YouCanBook.me terms of service.

Existing users will be asked to Accept the invitation to join the account and acknowledge that any existing booking pages will be moved into the Account Owners dashboard. This loss of booking page access is temporary, until their role is adjusted. 

Integrate Calendar & Zoom accounts

To complete the account setup, each team member will enter their name and select a password for their account, and then select the calendar account they want to integrate with YouCanBook.me. This is the calendar account where all their bookings will reside. 

Once each team member has integrated their selected calendar, they'll be taken to their Account page. This Account page will show their status as a Contributor on the main YouCanBook.me account for your organization.

From the Account page, each team member can click on Integrations to integrate additional calendar accounts, or their personal Zoom account.

Changing team member roles on the account

Account Owners & Administrators can adjust team member roles from Contributor to Editor or Administrator. 

Administrator

The Administrator has access to everything but the billing information in the YouCanBook.me account. An Administrator can view all of the booking pages on the YouCanBook.me account, create their own folder views, and create new booking pages. They can also invite other team members, update team member roles, see other team member integrations, and assign booking pages to Editors.

Editor

An Editor contributes their calendar and other integrations to the entire team account. In addition, the Editor has limited access to booking pages on the team account, only being able to access booking pages assigned to them by the Account Owner or an Administrator.

An Editor can make changes to only the booking pages they have access to, and the bookings associated with those pages. An Editor cannot delete, copy or create new booking pages. 

Contributor

A Contributor only has access to their own integrations. They can view, add, or remove their own calendar accounts integrated with YouCanBook.me, and add a Zoom account credentials that can be shared with the Account Owner and Administrator.