With Calendly, you can easily manage users and seats. Each team member gets their own Calendly link and gains access to multi-user features, including centralized billing, collaborative scheduling, and reporting. Get started by inviting team members to join your Calendly account.
Before you begin
Free plan users:
- If you're on Calendly's Free plan, you'll be prompted to upgrade to a paid plan and purchase seats before you can add team members.
Paid plan users:
- Owners and Admins: Owners and Admins of Calendly organizations count as a paid user seat on your Calendly subscription. At this time, we do not have and 'Admin' role in a Calendly organization that does not take up a seat.
- Paid plans with open sets: If you're already on a paid plan with open seats, you can invite users without purchasing additional seats.
- Paid plans with no open seats: If your account has no open seats, you will be prompted to purchase additional seats before sending invitations.
Permissions and limits for adding users:
- By default, both admins and group admins can invite users. You can adjust these permissions in the Permissions page under the Invitations tab.
- A user can only be part of one organization at a time. If a user is already in another organization, their owner or admin must remove them before they can join your organization.
- You can add up to 100 users at a time.
Add users and paid seats
Adding users
When adding a new user, Calendly checks if there are available open seats. If there’s an open seat, it will be assigned to the new user. If not, you’ll need to purchase a new seat before sending the invitation.
- Go to your Users page in your Admin Center, then select Invite users.
- Enter the email addresses of the users you want to invite.
- (Optional) Assign the users to a group.
- Select Next.
- If you need to add seats, a popup will show the seat details and prorated costs. Confirm the changes to continue.
- Assign user or admin roles for each person and select Next.
- (Optional) Assign Managed Event types for each person.
- Select Send invitation.
Adding seats without inviting users
You can add seats without immediately inviting users. This allows you to expand your seat count for future use, even if you’re not ready to invite new users yet.
- Go to the Admin Center and select Billing.
- On your Billing page, select Add seats.
- Enter the number of seats you’d like to purchase and confirm by selecting Add seats.
What's next?
- You can monitor pending invitations in the Pending tab on the Users page.
- There is no expiration on user invitations.
- If a user hasn’t accepted their Calendly invite after 7 days, Calendly automatically sends a one-time reminder email.
- The user must be logged into Calendly with the same email the invite was sent to.
- Once a user accepts the invite, new Calendly users will set up their account, while existing users will join with their personal events and settings intact.
Remove users and paid seats
Removing a user
When you remove a user from your organization, their paid seat remains available. This lets you invite a new user to fill the seat without needing to purchase an additional one.
- Go to your Users page in your Admin Center.
- Choose the user you want to remove and select Remove.
You’ll see two options:
- Remove: Frees up the seat, but the user keeps their personal Calendly account.
- Remove and delete: Also permanently deletes the user’s account. This option is available only if the user created their Calendly account while joining your organization.
Once removed, whether or not their account is deleted, the user receives a notification email. If not deleted, they’ll move to Calendly’s free Basic plan and can continue using their account independently.
Removing a seat
If you don’t plan to invite another user to fill an open seat, you can remove the unused paid seat.
- Go to the Admin Center and select Billing.
- On your Billing page, select Remove seats.
- Enter the number of seats you'd like to remove and confirm by selecting Remove seats.