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. 

In this article: 

Understanding account roles
Invite colleagues to join your YouCanBook.me account
Invitation & Integration flow for team members
Integrating Zoom accounts for team members
Changing team member roles on your account
Create booking pages for your team members

Understanding account roles

YouCanBook.me offers 3 different user roles: the Account Owner, Administrators, and Contributors. 

There can only be one Account Owner per YouCanBook.me account. The Account Owner is responsible for billing and inviting the rest of the team to join the account.

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.

All team members are initially invited as Contributors, but their roles can be adjusted after the invitation is accepted. 


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. 

Need to invite more than 50 team members? Contact YouCanBook.me support via the  Get Help button in your Dashboard. 

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 no longer be able to access any booking pages on their existing account, and their account will revert from Account Owner to Account Contributor. Any booking pages on their existing account will be automatically moved into the Account Owners dashboard. 

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. 

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. 

YouCanBook.me supports both Google calendar and Microsoft Outlook 365 calendar accounts.

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 can set up multiple administrators by adjusting their role from Contributor to Administrator. Any Administrators on the account will be able to view edit all booking pages, create new booking pages and access related booking data. Administrators cannot invite team members or access billing information.

Future updates to Team Management will include an Editor role that allows you to assign specific booking pages to a team member. 

Click here to read our full setup guide for teams.