Managing Calendly subscriptions for an organization (for admins only)

KB AdminAndOrganization 08MAR2021[center]

Managing an organization can be chaotic at times

As an account administrator, you can control who joins your organization, who is removed, and who has permission to manage your organization. You can also manage each user’s subscription and take advantage of:

  • Centralized billing for one easy payment for all team members

  • Team and cross-team features that distribute events round robin and let invitees meet with multiple members of your organization

  • Save time and standardize how the organization's events are configured

  • View team, event, and member activity reports

Making space for new Calendly users within your organization

Purchasing Calendly subscriptions for your organization is like purchasing desk chairs. Once someone joins your organization, you purchase a desk chair for them. When that person leaves, you have an extra desk chair to use or to get rid of.

At Calendly, we refer to these desk chairs as paid seats. Each new member you add to your organization's Calendly account occupies a paid seat. Only owners and admins can add users and paid seats to an organization.

See How to add users and paid seats from your account

Off-boarding and removing people from your organization

Owners and admins can also remove users and paid seats as needed. Once a member is removed, a paid seat freed up and can be removed or reoccupied by a new team member.

See How to remove users or paid seats from your account

Who can do what within your organization?

Not everyone within your organization can do things like add users or managing billing. Calendly provides 3 roles to define who can do what within your organization:

  • User: receives a personal scheduling page and can create and edit their own personal event types. Can be added to a team and use team event types, but can’t add or change them.

  • Admin: has all the capabilities of users, but can also create teams and manage team billing, but can’t change user roles.

  • Owner: has all the capabilities of admins, but can transfer ownership of the account to another person and are the only people within the organization that can edit roles to grant admin and editing privileges to others.

Note: Regardless of role, every user within your organization needs a paid seat.

See these articles:

How to change a member's role
How to transfer account ownership to another person

Track activity and usage

Calendly allows you to pull reports so you can track:

  • which members have and haven’t accepted the invitation to Calendly

  • which members have and haven’t connected their calendars

  • how many meetings have been booked over a period of time

  • a team, specific event type, or specific person’s performance

Tracking your organization's use