Managing team schedules and coordinating meetings across departments can become a major time drain without the right tools. Calendly's Teams plan helps organizations streamline their scheduling processes, making it easier to handle everything from client meetings to team catchups. Whether you're looking to upgrade your current plan or exploring Calendly for the first time, this guide covers all you need to know about using Calendly for teams in 2025.
We'll also talk about Zeeg and explain how this complete, secure and more affordable tool, can help your business grow.
The Teams plan: Features and pricing
We can say that Calendly pricing is fair when it comes to other Calendly alternatives, although it's also true that certain tools, like Zeeg, offer some competitive advantages when it comes to costs.
In any case, let's check Calendly's Teams plan more in-depth. The plan sits between the Standard and Enterprise options, designed for organizations that need robust scheduling features and team management capabilities. At $16 per user per month when billed annually, it builds upon the Standard plan's features while adding essential team coordination tools.
Calendly team collaboration options: Teams, Groups and Shared Events
Calendly offers three main ways to organize team scheduling: Teams, Groups, and Shared Events. Each serves a different purpose and helps coordinate scheduling in unique ways.
Core scheduling features
Team meeting types in Calendly span several categories, each designed to address specific scheduling scenarios. While one-on-one events facilitate direct meetings between team members and invitees, group events accommodate multiple attendees in a single session. For more complex scenarios, collective events bring multiple team members together with invitees, making them ideal for panel interviews or group presentations.
The platform's scheduling engine intelligently manages availability by considering all participants' calendars. When it comes to group events, administrators have granular control over participation, including the ability to set both minimum and maximum attendee counts. The system automatically manages capacity by closing bookings when limits are reached, though administrators maintain override capabilities for flexibility.
Team page functionality
Team pages serve as the central hub for scheduling activities, with each page featuring customizable elements to match organizational needs. Organizations can personalize their presence through welcome messages (supporting up to 1,000 characters with formatting options), custom URLs, and branded elements. For visual identity, team avatars can be uploaded as square images between 128x128 and 512x512 pixels in either JPG or PNG format.
For organizations spanning multiple regions, time zone management plays a crucial role. Each team page maintains a primary time zone, while the system automatically handles conversions for both team members and invitees based on their local settings. This automatic adjustment prevents scheduling confusion and ensures smooth coordination across geographical boundaries.
Round robin scheduling capabilities
Round robin distribution in Calendly's Teams plan employs two distinct approaches to meeting assignment. The priority-based method uses a star system (highest, high, low, lowest) to determine which team members receive meetings when multiple people are available. Alternatively, the equal distribution method tracks and balances meeting counts across the team, ensuring fair workload distribution.
The system adapts dynamically to team changes by resetting distribution counts when members join or leave. Beyond basic assignment rules, teams can fine-tune their distribution settings through working hours, buffer times, and daily meeting limits for each team member.
Advanced routing features
Meeting assignments flow through a sophisticated routing system based on booking form responses. The platform processes these responses through conditional logic paths, automatically directing meetings to the most suitable team member. When multiple routing rules exist, the system uses priority levels to resolve any conflicts and determine the final assignment.
Integrations and management
Supporting up to six calendar connections per user, the Teams plan accommodates team members managing multiple schedules. These connections can include various calendar types - from primary work calendars to department-specific ones and even resource calendars for meeting spaces. Before displaying any availability, the system performs comprehensive conflict checking across all connected calendars.
Calendar delegation varies by provider. While Google Workspace enables direct connection of both primary and delegated calendars, Microsoft Exchange users need additional setup steps for delegation. Note that as of 2025, while existing iCloud Calendar connections remain functional, new connections to Apple Calendar aren't supported by Calendly.
There's also another type of integration that we should cover here: CRMs - those software platform that helps businesses track and manage all interactions with customers and prospects. With Calendly Teams, you can connect CRM databases of some of the leading tools in the market to your scheduling data. For example, the Salesforce Calendly integration automatically creates Salesforce records when meetings are booked, and instantly routes leads to the right sales representatives based on custom rules. But there are other options, like Hubspot's or Zoho's integrations.
Meeting customization options
Teams can create sophisticated availability patterns that go beyond basic working hours. The platform supports time slot increments ranging from 5 to 60 minutes, with buffer times preventing back-to-back scheduling. For longer-term planning, date range restrictions help control how far in advance meetings can be booked.
Group session management includes automatic capacity controls. When sessions reach their maximum participant limit, the booking page updates automatically to show full status. For popular sessions, teams can implement waiting list functionality, though this requires specific setup.
Communication and workflow system
Event types in the Teams plan support customized communication sequences throughout the booking lifecycle. From initial confirmations to reminders and follow-ups, each message can incorporate HTML formatting and variable fields to maintain consistent branding. The platform's timezone awareness ensures all automated communications reach participants at appropriate times, regardless of their location.
For high-priority meetings, teams can enable SMS notifications, though these follow specific timing guidelines. Communication sequences adapt based on meeting status, with different follow-up paths for completed meetings versus missed appointments. This flexibility allows teams to maintain appropriate contact with participants at every stage.
Payment processing features
The Teams plan integrates payment collection through Stripe and PayPal, handling transactions during the booking process and before appointment confirmation. Teams maintain flexibility in pricing structure, offering both fixed rates and variable pricing based on factors like meeting duration or type. The system handles international transactions through multi-currency support, managing everything from deposits to cancellation policies.
While basic refund management exists within the platform, more complex financial arrangements such as subscription billing or installment plans require integration through third-party tools like Zapier. Each payment integration follows its own verification process, ensuring secure financial transactions.
Team administration and security
WIth the teams plan, administrators have scheduling control through various permission levels. Though full custom roles remain an Enterprise-level feature, administrators can create flexible permission structures by combining team and group settings. This allows team members to participate in multiple teams while maintaining proper availability management across all commitments.
The platform maintains detailed audit logs of all changes to team settings and event types, providing transparency in system modifications. Calendar delegation controls protect sensitive information while enabling necessary visibility for team coordination. Through scheduling policies, administrators can establish and enforce booking restrictions and cancellation rules across the organization.
Analytics and reporting capabilities
The Teams plan provides scheduling pattern insights through various metrics:
- Popular meeting times across teams
- Average meeting duration by event type
- Booking completion rates
- Response times for meeting requests
- Geographic distribution of invitees
Analytics help optimize scheduling strategies. If data reveals high demand during specific hours, teams might adjust availability or redistribute workload. Group administrators can access reports showing account activation status, calendar connections, and meeting metrics for their members.
Calendly for Teams: limitations
Several features have specific restrictions in the Teams plan. Understanding these limitations helps organizations determine if they need to consider the Enterprise tier instead. Here are the key limitations:
- Maximum event duration cannot exceed 12 hours per session
- Group events have a maximum capacity of 100 participants per session
- Reminder notifications can only be sent at predefined intervals (24 hours, 1 hour, or 15 minutes before events)
- Recurring meeting series lack advanced customization options and have simplified scheduling rules
- Email notification templates allow basic HTML formatting but restrict advanced design elements
- Teams cannot create more than six calendar connections per user
- Custom domains require manual DNS configuration and lack automatic SSL certificate management
- Route forms don't allow for advanced branching logic or multiple condition rules
- Data Deletion API access isn't available (Enterprise feature only)
- No native conference room scheduling - requires third-party calendar integration
- SAML single sign-on capabilities require separate add-on purchase
- Advanced user provisioning via SCIM isn't supported
- Custom API development and webhooks have limited functionality
- Mobile apps and browser extensions have reduced feature sets compared to web version
Calendar integration limits also apply. While supporting up to six calendar connections per user, the platform doesn't allow unlimited connections. API development capabilities require Enterprise subscription level access.
How Teams compares to other Calendly plans
While Calendly's Teams plan fills the space between Standard and Enterprise offerings, understanding the key differences helps determine the right tier for your organization. The Free plan provides basic scheduling with just one active event type, suitable for individual users testing the platform. The Standard plan ($10/user/month) unlocks unlimited event types and basic integrations, making it work for small teams with straightforward scheduling needs.
At $16/user/month, the Teams plan adds essential collaboration features missing from lower tiers. Unlike Standard, it includes round-robin scheduling, team pages, and comprehensive admin controls. However, it lacks some Enterprise features ($15k/year) such as SAML single sign-on, advanced security controls, and dedicated support. Enterprise also adds features like SCIM provisioning, audit logs, and custom contracting options that larger organizations often require.
If you want a more affordable alternative, then you'll be appy to know that Zeeg can give you that. You'll have your teams' calendars streamlined and automated, for a significantly lower cost.
Calendly for Teams: Frequently asked questions
How does Calendly Teams pricing work?
The Teams plan costs $16 per user per month when billed annually. Each user receives their own scheduling page and full access to team features. Volume discounts might be available for larger organizations.
What's the difference between Teams and Enterprise plans?
While Teams includes most collaboration features, Enterprise adds SSO, SCIM provisioning, advanced security, and dedicated support. Enterprise suits large organizations with specific security requirements.
How many team members can be added?
The Teams plan doesn't limit the number of team members. Organizations can add users as needed, though pricing scales per user.
Can team members set individual availability?
Yes, team members manage their own availability while following team-wide scheduling rules set by administrators.
How does round-robin distribution work?
The system distributes meetings based on either maximum availability or equal distribution rules. Priority settings determine assignment when multiple team members are available.
Can the team scheduling page be customized?
The Teams plan allows custom logos, colors, and welcome messages. Teams can modify their scheduling page URL and add branding elements, though some system elements maintain default styling.
What happens to scheduled meetings if a team member leaves?
Administrators can deactivate users and their events automatically reassign or disable based on configured settings. The system maintains meeting records for reporting purposes.
How do integrations work with team scheduling?
Calendly's integrations connect at both individual and team levels. Video conferencing tools generate unique meeting links, while CRM integrations can sync attendee data. Some integrations require additional setup at the team level.
Does the system handle different time zones?
Yes, the platform automatically detects and converts time zones. Teams can set default time zones while allowing invitees to view times in their local zone.
Can teams restrict scheduling windows?
Administrators can set scheduling boundaries including advance notice requirements, maximum booking windows, and date range restrictions.
Does the teams plan have Iinternational capabilities?
The Teams plan supports multiple languages for booking pages, though system emails maintain English as the primary language. Time zone features include automatic detection, manual selection during booking, and team-wide defaults. The platform handles international date formats and currency conversions for paid appointments.
Before you start with Calendly Teams
New teams typically begin with these fundamental features before implementing more advanced options:
- Basic team page setup and branding
- Essential calendar connections
- Primary event type creation
- Team member availability coordination
- Initial workflow configuration
Organizations should consider their specific scheduling needs when implementing features. While the Teams plan offers numerous capabilities, starting with core functions helps ensure smooth adoption.
How to set up your team in Calendly
Before creating a team page, ensure all team members have been invited to your Calendly organization and have connected their calendars and video conferencing tools. Administrators can verify users' connection status through their profiles in the Admin center.
Here's the complete process for setting up a team:
- Navigate to any Calendly page and click the My Calendly dropdown menu
- Select "+ New team" from the options
- Enter your team name, which will appear on your scheduling page
- Customize your team page link and welcome message (optional)
- Add team members by typing and selecting their names
- Choose team managers - note that owners and admins are automatically selected
- Upload a team avatar to appear on your scheduling page (optional)
- Select your team's primary time zone
- Click Create to finish setup
Team managers receive permissions to create and manage event types on the team page and handle team membership. To access your teams, groups, and users later, use the My Calendly dropdown menu on your Home page.
*For detailed feature documentation or specific implementation questions, Calendly maintains a help center with comprehensive guides and support resources.
Want an efficient, secure and affordable alternative? Meet Zeeg.
Even though these two tools appear to have some similar features, Calendly and Zeeg's prices are different. While it's true that Calendly offers pretty decent team scheduling features, Zeeg presents a great alternative, and a more cost-effective one. At $12 per user per month (billed annually), Zeeg's Business plan provides comprehensive team functionality at a lower price point than Calendly's Teams plan ($16 month/seat billed annually).
Cost comparison and value
Zeeg's pricing structure offers significant value:
- Starter: Free forever, with two scheduling pages; Calendly also as a forever free plan, but with just one sceduling page (called "event type")
- Professional: $7/month/user (billed annually); Calendly has a Standard Plan for $10/user/month if billed annually
- Business: $12/month/user (billed annually); Calendly has a $16/user/month plan called Teams (paid annually)
- Enterprise: Custom pricing; Calendly starts at $15,000 per year
The Business plan includes features comparable to Calendly Teams while costing 25% less. This plan provides unlimited scheduling pages, six calendar connections, and complete team collaboration features.
Security for international teams with cross-border scheduling
As a platform developed with global privacy standards in mind, Zeeg offers end-to-end encryption, full GDPR compliance out of the box, making it ideal not only for US small and medium businesses, but also for companies operating in Europe (including the UK), and for businesses requiring strict data protection standards.
Business plan features
Zeeg's Business plan includes several advanced team capabilities:
- Collective scheduling for coordinating multiple team members
- Round-robin meeting distribution
- Flexible scheduling with dynamic host selection
- Routing forms for intelligent meeting assignment
- Advanced integrations including CRM connections
- Team organization tools
- Customizable booking pages with your own branding
- Email and chat support
- Comprehensive workflow automation
Organizations can maintain their branding throughout the scheduling experience, while team members benefit from automated workflows and integrated communication tools. The platform's international focus ensures seamless scheduling across time zones, making it particularly effective for distributed teams.
Sources - all information was last verified on Jan 13, 2025:
- Calendly help center: "Using Calendly with a team"
- Calendly help center: "Understanding multi-user features: groups, teams, and shared event types"
- Calendly help center: "How to set up a team page"
- Calendly pricing page