Using Team Management

Team Management is the easy way to onboard your organization to YouCanBookMe. 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 YouCanBookMe account to have multiple Administrators, allowing for secure booking page management. 

This feature is available on Teams plan.

• Understanding account roles
• Invite colleagues to join your YouCanBookMe 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

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

There can only be one Account Owner per YouCanBookMe 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 YouCanBookMe 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 YouCanBookMe user

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

When the team member accepts this invitation, they will temporarily not be able to 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 YouCanBookMe user

If your team member does not have an existing YouCanBookMe account, the email will come with the subject line "You’ve been invited to join YouCanBookMe." 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 YouCanBookMe to start the setup process. First, they will be prompted to accept the invitation to join the team account, along with YouCanBookMe 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, select a password for their account, and then select the calendar account they want to integrate with YouCanBookMe. 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 YouCanBookMe 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 YouCanBookMe account. An Administrator can view all of the booking pages on the YouCanBookMe 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 YouCanBookMe, and add Zoom account credentials that can be shared with the Account Owner and Administrator.