Skip to main content

Team Scheduling

CalendarHero's team scheduling features let you coordinate meetings across multiple people — whether you're scheduling on behalf of a colleague, distributing meetings across a team, or pooling availability for a group call. These settings are configured per meeting type.

Shared availability options​

On-Behalf — Use another team member's availability instead of yours. When the meeting is booked, ownership can be transferred to that member so it appears only on their calendar. Ideal for executive assistants, recruiters scheduling interviews, or BDRs handing off to account managers.

External On-Behalf — Schedule on behalf of someone who is not a CalendarHero user. That person is asked to share their availability, and remaining invitees then select from those times. Useful for recruiters coordinating with hiring managers who don't use CalendarHero.

Collective Availability — Pool availability across multiple team members and only show invitees times when everyone is mutually free. Members can be pre-selected on the meeting type or added when creating a specific meeting. Ideal for interviews or client calls that require multiple internal stakeholders.

Round Robin — Distribute meetings across team members based on availability. When an invitee books, CalendarHero automatically assigns the meeting to the next available member and transfers ownership. Up to 20 members can be added. You can optionally allow invitees to choose which member they'd like to meet with.

Shared availability is available to Professional plan users (with Collaborators) and Team plan users (with Members and Collaborators).

Collaborators​

Collaborators are external users — not on your CalendarHero Team plan — who share their calendar availability with you. They can participate in On-Behalf, Collective, and Round Robin scheduling without needing a paid account.

To add a Collaborator, go to My Profile → My Collaborators, copy your unique invite link, and share it. Once they accept, their availability is accessible for any shared availability setting. Collaborators can revoke access at any time.

Group meetings​

You can invite as many attendees as needed to any meeting. CalendarHero's group algorithm automatically finds the best time for everyone. When using a personal scheduling link, you can allow invitees to add their own guests by enabling Invitee Guests in the meeting type settings.

Teams and groups​

Create reusable groups of contacts to speed up scheduling. Go to Settings → Meeting Teams/Groups, click Add, name the group, and add contacts. Once created, you can reference the group name in the web scheduler or ask your chat assistant to schedule with the group by name — for example, "Schedule a meeting with the sales team next week."

Group classes​

Group classes let multiple attendees independently sign up for the same pre-scheduled event — such as a webinar, training, or fitness class. Unlike standard group meetings, the date and time are set by the meeting creator, and each attendee self-books via a class scheduling page.

To create a group class: go to Settings → Meeting Types, click + New Meeting Type, and select Group Class. Set your options (duration, attendee limit, video conferencing, payment collection), then save. To schedule a specific session, click Schedule Class on the meeting type.

Each scheduled session gets a unique link you can share with attendees. List multiple classes in a meeting directory to give invitees a single sign-up page.

Attendee limit — Set a maximum number of sign-ups. Remaining spots are shown on the scheduling page and registration closes once the limit is reached. Select No Limit to allow up to 1,000 attendees.

Payments — Enable Stripe payment collection so attendees pay by credit card when signing up. Automatic refunds can be issued when you cancel a class.

Group classes are available to Professional and Team plan users. Group Class is not compatible with iCloud or Exchange On-Premises calendars.

Frequently asked questions​

What's the difference between Collective and Round Robin?

Collective shows invitees only the times when all selected members are available — everyone attends the meeting. Round Robin shows times when any member is available and assigns the meeting to one member once booked — only that person attends.

Can Collaborators see my calendar details?

No. CalendarHero only accesses free/busy information — meeting details, attendees, and event titles on a Collaborator's calendar are never visible to you or your invitees.

What happens when a Round Robin meeting is reassigned?

The original meeting creator receives an email confirmation of the transfer. The assigned member receives a confirmation and the meeting appears in their calendar and Completed Tasks. The meeting creator's calendar is not updated since they are not attending.

I was assigned a meeting — what do I do?

If a meeting was assigned to you, it happened through either Round Robin (you were the available member selected) or On-Behalf (someone scheduled on your behalf). The meeting appears in your calendar and Completed Tasks automatically — no action is needed to accept it. You now have full rights to manage the meeting, including canceling or rescheduling it if needed.

What's the difference between internal and external meetings?

Internal meetings are with colleagues who are also CalendarHero users in your organization. Because CalendarHero already knows their availability, you can select a mutual time immediately — invitees receive a confirmation and calendar invite automatically without needing to respond.

External meetings are with people outside your organization or without CalendarHero accounts. CalendarHero sends them a scheduling invite, they select a time from your available slots, and your assistant books the meeting automatically.

You can include both internal and external invitees in the same meeting request.