An overview of groups

September 26, 2023 20:27

Overview

As an account owner, admin, or group admin, you can place members of your organization into groups.

You can use groups to:

segment users based on department, job function, or location
delegate control to 'group admins' to manage and report on their group
view scheduled events and activity by group

You can also automatically provision users into groups if you are using an SSO! See more here.

To create a group, view Create a group.

Group admins

To create a group admin, view Change the role of a group member.

Group admins can manage and report on members in their group, without needing full admin permissions to organization-level settings. In addition, group admins can create routing forms and manage their members without seeing or affecting other groups. A group admin can also be an admin for multiple groups without being a member. This allows for an org member to maintain group standardization at a large scale, while leaving day-to-day maintenance to a team lead.

Group admins can also invite users to join their organization if the permission is enabled for that role. This permission is enabled by default. To edit this permission:

From your Calendly home page, go to your Admin center, then select Permissions.
From the Permissions tab, select Invitations.
Then choose whether you want only admins to have this permission, or both admins and group admins.
Save any changes.

Note: Group admin will not be taken into account when it comes to reporting

Group reporting

With group reporting, you can export a report to track:

who has activated their account
whose invitation is still pending
the total number of events scheduled by a member since joining Calendly
the day of the last meeting scheduled
the total number of meetings scheduled in last 30 days

To export a group report, view Export a list of group members.

Create a group

Before you start...

Only admins and owners can create groups.

From any Calendly page, select Account, Admin, then Groups.
Select New group, enter the Name of the group, and select Continue.
To add members, select Add members and enter the names of the group members.
Once all the members have been entered, select Add.

Change a group name

From your Calendly home page, go to your Admin center, then select Groups.
Locate the group you would like to edit. Use the search bar if your organization has a lot of groups.
Select the 3 dots to the right of the group and select Edit.
Select the pencil icon next to the group name.
Highlight the old group name and enter the new name of the group (up to 50 characters).
Select Save.

Delete a group

From any Calendly page, select Account, Admin, then Groups.
Locate the group you would like to delete. Use the search bar if your organization has a lot of groups.
Select the 3 dots to the right of the group.
Select Delete.

Note:

Only admins and owners can delete a group.
Once you delete a group, you cannot undo deletion.
Deleting a group will not remove the group members from the organization.
Members of a deleted group can be added to a new group after deletion.

Add a member to a group

From your Calendly home page, go to your Admin center, then select Groups.
Select the group you would like to edit. Use the search bar if your organization has a lot of groups.
Select Add members and enter the name or email of the member you’d like to add.
Select Add.

In addition to the steps above, you can also automate this process via your SCIM provisioning. To learn more, click here. NOTE: This feature is available for our Enterprise customers.

Change the role of a group member

Note: Organization admins and owners can edit groups without being assigned as a group admin.

From your Calendly home page, go to your Admin center, then select Groups.
Select the group you would like to edit. Use the search bar if your organization has a lot of groups.
Select the check box(es) next to the member(s) you’d like to edit.
Select Change role. Then, select the role you’d like to assign to the member(s):
- Group members have no additional permissions.
- Group admins can add or remove users from the group, change group member roles, and resend Calendly invites to group members.

Reassign a group member

A member can only belong to one group. Use these steps to remove a member from one group and assign them to a different group.

From your Calendly home page, go to your Admin center, then select Groups.
Select the group you would like to edit. Use the search bar if your organization has a lot of groups.
Select the check box next to the member you would like remove.
Select Remove from group.
Return to the list of groups by selecting Groups in the top left.
Select the group you’d like to assign this member to and select Add members.
Enter the name of the member, and select Add.

Export a list of group members

Account owners and account admins can use these steps to export a list of group members that includes information like:

who in the group has activated their account
who hasn't accepted the invitation to join Calendly
total events scheduled by a member since joining Calendly
the day of the last meeting scheduled
the total meetings scheduled in last 30 days

From your Calendly home page, go to your Admin center, then select Groups.
Select the group you would like to edit. Use the search bar if your organization has a lot of groups.
Select Export members list to download a CSV file.

Remove a member from a group

From your Calendly home page, go to your Admin center, then select Groups.
Select the group you would like to edit. Use the search bar if your organization has a lot of groups.
Select the check box next to the member you would like remove.
Select Remove from group.