Team Scheduling on Meetario
Meetario supports team-based scheduling where multiple people can host bookings under a single account. This is essential for businesses with sales teams, support teams, or any group that shares scheduling responsibilities. The account owner (admin) manages the team and controls access.
Roles and Permissions
Meetario has three user roles:
- Admin (ROLE_ADMIN) — Full access to everything. Can manage team members, billing, integrations, and all event types. This is typically the account owner.
- Manager (ROLE_MANAGER) — Can manage their own event types, view their own bookings, connect their own integrations (calendar, Zoom, Telegram), and participate in round-robin/collective event types. Cannot access billing or invite other team members.
- User (ROLE_USER) — Basic access. Can manage their personal event types and bookings. Limited integration access.
Step 1: Navigate to Team Management
Sign into Meetario as an admin and go to /app/account. Click on the Team Members section. Here you see all current team members, their roles, and their status (active, pending invitation).
Step 2: Send an Invitation
Click the Invite Team Member button. Fill in:
- Email address — The email of the person you want to invite.
- Role — Select Manager or User depending on the level of access needed.
- Name — Optional. Pre-fill their name so the invitation email is personalized.
Click Send Invitation. The person receives an email with a link to join your Meetario account.
Step 3: Team Member Accepts Invitation
The invited person clicks the link in the email and is taken to Meetario:
- If they already have a Meetario account, they simply log in and are added to your team.
- If they are new to Meetario, they create an account (email/password or Google/Microsoft sign-in) and are automatically added to your team.
Once accepted, the team member appears as "Active" in your team management section.
What Team Members Can Do
After joining your team, members with the Manager role can:
- Set up their availability — Each member controls their own schedule (working hours, buffer time, etc.).
- Connect their calendar — Google Calendar or Outlook, so conflict detection works for them individually.
- Connect their Zoom — If they use Zoom, they connect their own account for automatic meeting creation.
- Connect notifications — Each member can set up their own Telegram, WhatsApp, or Slack notifications.
- Be added to team event types — The admin can add them to round-robin, collective, or group event types.
- View their bookings — They see only bookings assigned to them in their dashboard.
Managing Team Members
As an admin, you can manage your team at any time:
- Change roles — Promote a User to Manager or vice versa.
- Remove a member — Remove someone from your team. Their bookings remain in the system but they lose access to your account.
- View activity — See each member recent bookings and activity.
- Resend invitation — If someone did not receive the invitation email, resend it.
Subscription and Per-Seat Billing
Team members count toward your subscription plan seat limit. The free plan includes a limited number of team members. Paid plans offer more seats, and additional seats can be purchased as add-ons. Check your current plan details at /app/account under Billing & Plan.
When you add a team member that exceeds your plan seat count, you will be prompted to upgrade or purchase an additional seat.
Best Practices
- Assign the Manager role for booking hosts — Anyone who will be assigned bookings (e.g., sales reps, support agents) should have the Manager role so they can manage their availability and integrations.
- Ask members to connect their calendar — Round-robin and collective scheduling only work well when all participants have their calendars connected. Otherwise, the system cannot check their real availability.
- Set up notifications for each member — Encourage each team member to connect at least one notification channel (email is default, but Telegram or Slack provides faster alerts).
- Review your team regularly — Remove inactive members to free up seats and keep your team list clean.
Troubleshooting
Invitation email not received
Ask the person to check their spam/junk folder. If still missing, try resending the invitation. Ensure the email address is correct.
Cannot add more team members
You may have reached your plan seat limit. Go to /app/account → Billing & Plan to upgrade or add more seats.
Team member cannot see event types
Team members only see event types they are assigned to. The admin needs to explicitly add them to specific round-robin or collective event types in the event type Team tab.