Understanding Calendar & Teams

This guide will walk you through everything you need to know about linking to your team members calendars across your booking pages. 

This feature is available on Teams plan.

In this article:

• Gain access to your team members calendars
• Calendar & Teams FAQ
• Using Google Meets for Teams Video
• Using Microsoft Teams Video

Gain access to your team members calendars

Before YouCanBook.me can add bookings to a specific calendar, we need permission to access that calendar. There are three ways to give permission:

Invite the calendar owner to join your account as a Contributor (recommended)

The Account Owner or Administrator can invite the person to share their calendar on the Team Management page. Once the team member accepts the invitation to join your account as a Contributor, they will be prompted to share the calendar they want YouCanBook.me to use for bookings. 

In the "Who" section, under Calendar & Teams, you can find the email address linked to their Contributor account, as well as all the calendars available in that account where you can make bookings.

Have the team member share their calendar permissions with you 

If you don't want to invite the team member to join your YouCanBook.me account as a Contributor, you can still gain access to their calendar. Within their calendar account (Google or Microsoft) they can share their calendar permissions with the calendar you've already connected to YouCanBook.me. 

They will need to share the calendar with permission 'Make changes to events' (Google) or 'Can edit' (Microsoft) so that YouCanBook.me will be able to add new bookings to their calendar. 

Under Calendar & Teams, you will see the shared calendar appear under the Calendar account that is integrated with YouCanBook.me. 

Calendar & Teams FAQ

Why isn't a team member's calendar appearing under Calendar & Teams?

If you don't see your team members calendar listed under Calendar & Teams either under their own individual account or under someone else's calendar account under your team, that means they haven't shared their calendar yet.

On the Team Management page, make sure the team member has accepted the invitation to join your account. If they have, click Manage next to their name to make sure they've shared their calendar. If not, please contact them directly to login and integrate their calendar. 

Why is a team members calendar appearing more than once?

You may see a team members calendar appear more than once under Calendar & teams if:

1. They are a Contributor on your account and they've also shared their calendar with another one of your team members

2. They've previously integrated their calendar account directly with your YouCanBook.me account, and then later were invited as a team member 

When possible, we recommend connecting to your team members calendar directly from their shared calendar account. You can see which account is shared by hovering over the share icon and seeing where the integration is coming from. 

Why is a team members calendar marked "read only"? 

Read-only means YouCanBook.me does not have sufficient permissions to "write" or add new events to the calendar, we can only "read" or see existing events on that calendar. 

If this is a shared calendar, have the team member adjust the sharing permissions to be higher - typically "make changes to events" (Google) or "can edit" (Microsoft) is sufficient permissions to allow YouCanBook.me to add new bookings to a calendar. 

Using Google Meets for Teams

Using Microsoft Teams

For further questions, contact our team at support@youcanbook.me.
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