Collaboration and teams
Invite people privately to view or edit a schedule, manage their access, or join an invitation with your own account.
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On this page
- Permissions and plan access
- Private tasks and Notes
- Images uploaded by members
- Invite someone privately
- Accept or decline an invitation
- Manage people and invitation links
- Set your own event reminders
- If changes conflict
- Offline access and draft loss
- If the owner’s Pro access ends
- Leave a shared schedule
- Public links and saved copies are separate
- What team collaboration does not include
Before you begin
- The owner must sign in, save the schedule to their account, and have active Pro access. Pro trials also include collaboration.
- Recipients need an account with the invited email address, but do not need Pro.
Permissions and plan access
| Role | Permissions |
|---|---|
| View only | View the schedule, print and export without a watermark, and set personal event reminders. Cannot change the schedule. |
| Editor | Everything in View only, plus editing local events, the schedule name, settings, and appearance, including custom images. |
| Owner | Everything in Editor, plus managing invitations and members, changing roles, deleting the schedule, and publishing or unpublishing it. These extra actions are owner-only. |
Joining a shared schedule does not count toward your own schedule allowance or upgrade your account. The owner’s Pro access covers features on this schedule only.
Automatically synced events stay read-only for owners and collaborators; edit them in the original calendar. Only the owner can manage automatic calendar sync.
Private tasks and Notes
Private tasks, including task notes, remain visible only to the owner and are excluded from collaborator exports and reminders. Editors cannot change the owner’s private-task settings.
The schedule’s Notes scratchpad is separate from task notes and remains owner-private. Collaborators cannot view or edit it; their exports and draft downloads omit it. Event descriptions are shared with collaborators.
Images uploaded by members
Member uploads use the owner’s storage allowance and remain with the schedule after the uploader leaves. Members cannot select private images from another schedule.
Invite someone privately
Invite up to 10 collaborators per schedule, excluding the owner. Unexpired pending invitations reserve a place, and Pro trials have the same limit. Invitations and permissions apply to each schedule separately.
Automatic calendar sync can also expose future events and updates through those public channels. Available descriptions are always included, with no option to turn them off. Review what you share; disconnecting does not unpublish retained events.
Understand synced content and public access
Open your saved schedule and select Share → Collaboration. On mobile, look for Share under More tools.
Enter the person’s Email address, choose View only or Editor, and select Invite.
Check the People list for the invitation. If the email failed to send, open its row menu and try Resend.
Accept or decline an invitation
Open the invitation email and follow its link.
Sign in or create a free account with the invited email address. If you are signed in with a different address, sign out and use the invited account.
In the builder dialog, choose Accept invitation or Decline. Opening the link alone does not accept it.
If your email is already verified, you can also respond through Invitations in the builder.
After acceptance, the schedule appears beside your own schedules with owner and role details. Android also lists it on the home screen. If the invitation is expired, revoked, or replaced by a resend, ask the owner for a current invitation.
Manage people and invitation links
As the owner, open Share → Collaboration and use the menu beside a person in the People list.
| Action | Effect |
|---|---|
| Change a member’s role | Choose View only or Editor and confirm. Changed permissions can clear that person’s open workspace and unsaved draft. |
| Remove a member | Confirm to remove their private access and stop their reminders. Returning requires a fresh invitation. |
| Resend a pending invitation | Create a replacement email link and restart its expiry. The previous link stops working. |
| Revoke an invitation | Prevent it from being accepted. |
| Invite again | Create a fresh invitation for someone whose invitation expired or was declined. |
If all 10 places are taken, remove a member or revoke a pending invitation before inviting someone else. Changing a role does not free a place.
Set your own event reminders
In a supported browser, open the shared schedule’s Settings → Reminders, or use the Reminders shortcut in its header menu.
Select Enable on this device, allow notifications, and complete setup for this schedule. Browser permission alone does not complete setup.
Set your event default and reminder time zone. View only members can configure both without permission to edit the schedule.
Your preferences affect only you, not the owner or other members. New members do not inherit anyone’s reminder settings. Editors can set personal reminders for individual local events in the event editor.
Turn off reminders for me stops your reminders for this schedule, not other people’s reminders.
If changes conflict
Different people’s edits are not merged live. If someone else saves first, your draft does not silently overwrite their changes. When the workspace reports a conflict, keep your draft before loading the saved version.
Choose Download draft while it is available to keep a JSON file of your workspace changes.
Only then choose Reload saved version and confirm. Reloading discards your unsaved workspace changes.
Review the latest saved schedule before making further edits. Downloading a draft does not merge it into the shared schedule.
Offline access and draft loss
Offline shared schedules are temporarily read-only, with no persistent offline copy. Editing, printing, exporting, and reminder setup require an online connection. Shared content and unsaved drafts are kept only in memory, not in a local recovery draft.
Closing or reloading the page does not preserve an unsaved shared draft. Once it has been cleared, reconnecting can load the saved schedule but cannot recover that draft.
If the owner’s Pro access ends
Collaborator viewing, editing, and future reminders pause. Upgrading your own account does not restore access to the owner’s schedule.
Accepted memberships resume automatically when the owner regains Pro access. Removed members and people who left need a fresh invitation; expired or revoked invitations do not become valid again.
While sharing is paused, the owner can still remove members or revoke invitations, but cannot invite people or change roles until Pro access is restored. Members can select a paused schedule and leave it while online.
Leave a shared schedule
Select the shared schedule. On the web, open the shared tab’s three-dot menu; on Android, open the schedule-name dropdown.
Choose Leave schedule. Download any available draft you want to keep before confirming.
Confirm to leave. To return later, ask the owner for a new invitation and accept it.
Leaving removes your private access and stops your reminders. It does not delete contributions you already saved to the schedule or images you uploaded.
Public links and saved copies are separate
Removing a collaborator or pausing private sharing does not unpublish the schedule. Anyone with a public link that remains active can still view it without a private invitation. The owner must unpublish to revoke that publication.
Public access follows the owner’s plan: Free permits only the primary schedule; other published schedules need Pro.
What team collaboration does not include
There are no reusable team groups. Invite people separately to each schedule. Shared tasks, comments, live presence, version-history restore, publication approvals, and ownership transfer are not available.