Overview
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
How your plan and seat count affects adding users:
- 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 plans with open seats: 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.
How to 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.
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Navigate 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.
- Navigate 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.
- 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.
How to 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.
- Navigate to your Users page in your Admin Center.
- Choose the user you want to remove and select Remove.
Removing a seat
If you don’t plan to invite another user to fill an open seat, you can remove the unused paid seat.
- Navigate 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.