1. Help Center
  2. Account Settings
  3. Security & Compliance

User roles and permissions

Calendly offers 5 different roles:

  • Owner
  • Admin
  • Group admin
  • Team manager
  • User

The following table outlines some key permissions and use cases for each role:


Role


Available on


Amount


Best for...


Main permissions

Owner

All plans

One per account

Business owner, IT admin, or the person creating the Calendly account

  • All permissions

  • Can transfer ownership to another user if in a multi-user organization

Admin

All paid plans

Unlimited

Company or IT admins; those who want full control over all Calendly users

  • All permissions

  • Cannot change the owner of an account

Group admin

 

  • Teams

  • Enterprise

Unlimited

Department managers; those who need to manage a subset of people in Calendly based on department, location, job function, etc. Added from the group page

  • Can pull reporting and view meetings of group members

  • Can create teams

  • Can create routing forms

  • Can invite users to join an organization (with permissions enabled), invite users to existing groups

  • Can be members of multiple groups at once without having to be a member

Team manager

All paid plans

Unlimited

Team leads; those who need to manage a set of team events or a team booking page, oftentimes for cross-departmental scheduling. Added from the team page

  • Can create and manage event types that appear on a team booking page

  • Can add or remove users from their team

User

All paid plans

Unlimited

People who use Calendly, but don’t need to edit anything on behalf of others. Anyone you add to your account will default to the user role

  • Have their personal scheduling page, (calendly.com/janedoe)

  • Can only edit their personal settings

  • Can be added to groups and teams, and included in team event types

Adding, removing, and deleting users 

The following table outlines who can add, remove, and delete users from the Calendly account. 

This table applies to accounts that don't have SCIM provisioning enabled. If you have SCIM enabled, consult An overview of user provisioning with SCIM for more details on adding and removing users. 


Owner


Admin


Group Admin


Team Manager


User
Add users*

✔️ 

✔️

✔️/𝙓 can add users to their specific group. Can also be granted permission to invite new users.

𝙓

𝙓
Remove users

✔️

✔️

𝙓

𝙓

𝙓
Delete a user's Calendly account

✔️ Can only delete a user’s Calendly account if it was created when joining the organization

✔️ Same as owner

𝙓

𝙓

𝙓
Disband an organization

✔️ If an owner deletes their Calendly account, the entire organization's account is disbanded:

  • All teams are deleted.
  • All members are removed, but their accounts are not deleted.

𝙓

𝙓

𝙓

𝙓

Note: When you add a user, you'll simultaneously add a paid seat on your subscription. For more details, view Add users and paid seats. 

Billing

The following table gives an overview of owner and admin billing abilities:


Owner


Admin


Group Admin


Team Manager


User
Manage billing

✔️ Manage all billing:

  • Update payment method
  • Change plans
  • Add or remove paid seats
  • Submit tax-exemption documentation
  • Download receipts from the Billing page

✔️ Same as owner

 𝙓 𝙓 𝙓

Data Deletion

The following table gives an overview of who can delete what types of data in Calendly:


Owner


Admin


Group Admin


Team Manager


User
Request invitee and event data deletion ✔️ ✔️ 𝙓 𝙓 𝙓
Delete other users' accounts

✔️ Can only delete a user’s account if user was created upon joining their organization’s account.

✔️ Same as owner

 𝙓 𝙓 𝙓
Delete own account

✔️ If an owner deletes their own account, the entire organization account is disbanded:

  • All teams are deleted.
  • All members are removed, but their accounts are not deleted.
 ✔️  ✔️ ✔️ ✔️

Managing events

The following table gives an overview of event creation, editing, deletion, and rescheduling:


Owner


Admin


Group Admin


Team Manager


User
View event types

✔️ Can see all event types

✔️ Same as owner

✔️ Same as team manager, plus can see:

  • Their group members' personal event types

✔️ Same as user, plus can see:

  • Their team members' personal event types

✔️Can see:

  • All personal event types
  • Any team event types they are added to
  • Any shared event types they are added to
Manage event types

✔️ Can add, edit, and remove all event types for all users

✔️ Same as owner

✔️ Same as team manager, plus:

  • Can add, edit, and delete group members' personal event types

✔️ Same as user, plus:

  • Can add, edit, and delete their team's event types

✔️ Can add, edit, and remove:

  • Their personal event types
  • Their shared event types
Reschedule events

✔️ Can reschedule all events 

✔️ Same as owner

✔️ Same as team manager, plus can reschedule:

  • Their group member's events

✔️ Same as user, plus can reschedule:

  • Their team's events

✔️ Can reschedule their own events (personal or team)

Managing users

The following table gives an overview of managing users, teams, and groups:


Owner


Admin


Group Admin


Team Manager


User
View all users 

✔️

✔️

✔️

✔️

✔️
Manage users

✔️ All users

✔️ All users

✔️ Can only manage their group members and team members

 

Can also invite users to join their group.

✔️ Can only manage their team members

𝙓
Assign roles

✔️ Can assign all roles:

  • New owner
  • Admins
  • Group admins
  • Team managers

✔️ Can assign all roles except for an owner

✔️ Can assign:

  • Group admins in their group
  • Team managers in their teams 

✔️ Can assign other team managers on their team

 𝙓
Create teams

✔️

✔️

✔️

𝙓

𝙓
Create groups

✔️

✔️

𝙓

𝙓

𝙓


Note: Calendly views each account as an individual user, therefore, Account Settings are managed at the individual account level.

Onboarding

The following table outlines who can perform common onboarding actions, such as assigning managed events to users, and configuring SAML single sign-on (SSO) and SCIM provisioning. Note: Usually an IT admin is the best person to configure SSO and provisioning.


Owner


Admin


Group Admin


Team Manager


User
Set up managed events

✔️ Can create, edit, assign, duplicate, and remove

✔️ Same as owner

 ✔️ Can create, assign, and duplicate managed events for users in their group. Can also view managed events owned by org-level admin.
 𝙓

𝙓
Configure SAML SSO authentication ✔️ Can configure for all users ✔️ Same as owner 𝙓 𝙓

𝙓
Configure SCIM provisioning ✔️ Can configure for all users ✔️ Same as owner 𝙓 𝙓

𝙓

Reporting

The following table gives an overview of what kind of reports different users can pull:


Owner


Admin


Group Admin


Team Manager


User
Reports

✔️ Can download reports to see:

  • All users 

  • All meetings

  • All templates

  • All groups

✔️ Same as owner

✔️ Same as team manager, plus can download reports of:

  • Groups

  • Group members' meetings

✔️ Same as user, plus can download reports of:

  • Their team’s meetings

✔️ Can download reports of their meetings
Analytics Dashboard

✔️ Can view dashboard to see:

  • All event data

  • all user data

✔️ Same as owner

✔️ Can view dashboard to see:

  • Group-specific event data

  • Group-specific user data

 

 

 

 

Workflows

The following table gives an overview of who can create and manage different types of Workflows:


Owner


Admin


Group Admin


Team Manager


User
Workflows

✔️ Can create and manage all workflows

✔️ Same as owner

✔️ Can create and manage group, team, and personal workflows

✔️ Can create and manage team and personal workflows

✔️ Can create and manage personal workflows

 

Was this article helpful?
44 out of 59 found this helpful