User management

Add users and paid seats to your account

Before you start…

• Adding a new user simultaneously 1) purchases a paid seat for that user (if all existing seats are full) and 2) sends them an email invite to join your organization. As soon as they accept, the paid seat you've purchased for them is applied to their new account.
• Each new user gets their own Calendly account and individual Calendly page, along with event types you assign to their account.
• You can add up to 100 users to your account at one time.
• People that already have an account and are part of another organization won’t be able to join a new organization until they are removed or create a new account.

Use this procedure to add additional members to your organization:

1. On your Calendly Home page, select Admin Center in the bottom left corner.
2. Select .
3. If this is the first user you are adding, select Invite Users.
4. Enter the email addresses of the users you’d like to add to your account to send them an invitation.
5. Select Next. 
6. If you need to purchase additional seats, a window will pop up allowing you to add paid seats to your account, see the cost of the new user(s), view the prorated charge for the added paid seats, and confirm or change your billing information. Once confirmed, a receipt will be emailed to the account owner. Select OK.
7. Choose up to 5 1-to-1 event types your new user will have populated on their home page upon accepting your invitation. To add more event types to add the invited user to, select + Event Type. To remove event types, select the X in the corner of the event type box.
8. Select Finish underneath the event types you’d like your new user to have.
9. A pop-up window will appear, confirming
   • the number of users you’d like to add,
   • the cost of the new users,
   • and the prorated cost of your account as it currently stands.
     
10. Select Add to confirm. Invitations will be sent to your new users, allowing them to set up their new accounts as soon as they like.

Grant users admin/editing privileges

To grant users editing privileges, you can either change their role to admin or assign them as a team manager (this option is only available if an organization creates or has already created a team).

How to change a member of your organization’s role to admin

Account owners can use this procedure to change a member’s role with their organization:

1. On your Calendly Home page, select Admin Center in the bottom left corner.
2. Find the user whose role you want to change, select the three-button icon next to their name, then select Change role.
3. Choose Admin. Then, select Apply.

How to change a member of your organization’s role to group admin

Account owners can use this procedure to change a member’s role with their organization:

1. On your Calendly Home page, select Admin Center in the bottom left corner.
2. Find the user whose role you want to change, select the three-button icon next to their name, then select Change role.
3. Choose Group admin. Then, select Apply.

How to assign a team manager to a team

1. From your Calendly Home page, select My Calendly. Then, select the team you would like to edit under TEAMS.
2. Select the gear icon next to New Event Type and select Edit Team.
3. To assign a team manager, under Team Members click the box next to the name of the person to whom you’d like to assign the role. This means they can manage the team.
4. To remove a team manager, under Team Members click the box next to the name of the person you’d like to remove this role from. This means they can no longer manage this team.
5. Select Save.

Transfer ownership to another user

Organizations can only have one owner. When you transfer ownership:

• you will no longer be owner
• you will stay in the organization as an admin
• the new owner will now manage your account

Use this procedure to transfer ownership to another user:

1. On your Calendly Home page, select Admin Center in the bottom left corner.
2. Find the user whose role you want to change, select the three-button icon next to their name, then select Change role.
3. Choose Owner. Then, select Apply.

Remove users and paid seats from your account

Notes:

• When a user is removed from your organization, their paid seat still remains. This allows you to invite a new user to your organization in their place, without having to purchase an additional seat.
• This guide will show you how to remove a user and their paid seat, if desired.

Use this procedure to remove a user from your organization:

1. On your Calendly Home page, select Admin Center in the bottom left corner.
2. Locate the user you would like to remove. To search by name, enter the name of the user in the Search by User bar.
3. Once located, select the three-button icon next to the user’s information and select Remove.
4. If you want to backfill the seat with another user, select New User and add the email of the team member you want to add.
5. If you want remove the user’s paid seat, select Account, then Billing. Then, select Make changes to your plan and select Remove Users. Enter the amount of seats you want to remove and select Remove.