Collaboration and teams
Invite named people to view or edit a schedule, accept an invitation, and manage access or unsaved changes.
Last reviewed
On this page
- Choose a role
- 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.
Choose a role
| 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 uploaded 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. |
Shared schedules do not count toward your own schedule allowance or upgrade your account. The owner’s Pro access covers 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.
| Content | Visible to collaborators? |
|---|---|
| Schedule Notes scratchpad | No. Only the owner can view or edit it; collaborator exports and draft downloads omit it. |
| Event descriptions | Yes. Treat them as shared content, including available descriptions from synced calendars. |
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; Pro trials have the same limit. Invite people separately to each schedule.
Before publishing a synced schedule, review the connected calendar. Future events and updates can become public, with available descriptions always included. Disconnecting sync does not unpublish retained events.
Understand synced content and public access
Open your saved schedule and select Share → Collaboration. On narrow screens, open Schedule tools → Share first.
Enter the person’s Email address, set Role to View only or Editor, and select Invite.
Enter the invited account’s email and choose its role. The example addresses are fictional; no invitation has been sent. Check the People list. If it says Email not sent. Try resending., open the invitation’s three-dot menu and select Resend.
If the email is missing, check the invited address and spam folder. A sent status does not guarantee inbox delivery. After Resend, the recipient must use the newest email link; the previous one no longer works.
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 use the builder’s Invitations notification when an invitation is pending. Otherwise, open the invitation email to confirm your address while responding.
After acceptance, find the schedule beside your own schedules, with its owner and your role shown. Android also lists it on Home. For an expired, revoked, or replaced link, ask the owner for a current invitation.
Manage people and invitation links
As the owner, open Share → Collaboration and use the three-dot menu beside a person in People. Role changes, removal, and revocation ask you to Confirm; choose Cancel to leave access unchanged.
| Action | Effect |
|---|---|
| Change a member’s role | Choose View only or Editor. A permission change can clear that person’s open workspace and unsaved draft; ask them to finish saving first. |
| Remove a member | Confirm to remove their private access and stop their reminders. Returning requires a fresh invitation. |
| Resend a pending invitation | Send a replacement email link and restart the 7-day 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 header menu and select Reminders. Editors can also use Settings → Reminders. View only members use the header shortcut.
Select Enable on this device, allow notifications, and complete setup for this schedule. Browser permission alone does not complete setup.
Under Default reminders, choose a lead time for Events, then check 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 only your reminders for this schedule. You can also use this control in the Android app to turn off reminders you previously enabled in a browser.
If changes conflict
Edits save automatically, but different people’s changes are not merged live. If someone else saves first, your draft does not silently overwrite their work. At 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 if asked. Reloading discards your unsaved workspace changes; Cancel keeps them open.
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. Content and unsaved drafts stay only in memory, not in a local recovery draft. Editing, printing, ordinary exports, and reminder setup need an online connection; Download draft may still be available before access expires.
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.
| Who or what | What to expect |
|---|---|
| Accepted members | Access resumes automatically when the owner regains Pro. While paused, members can select the schedule and leave it online. |
| The owner | Can still remove members or revoke invitations, but cannot invite, resend, or change roles until Pro is restored. |
| Previous access | Removed members and people who left need a fresh invitation. Expired or revoked invitations do not become valid again. |
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.
Select Leave schedule in the confirmation, or Cancel to stay. 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 also follows the owner’s plan: Free permits only the primary schedule; other published schedules need Pro. Public links and private memberships must be managed separately.
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.