Teams

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Organizations and Teams

In Novacal, every team belongs to an organization. The organization is the shared workspace for your company, department, or group. It controls the public subdomain, and teams and users are created inside it.

• An organization can have unlimited teams.
• Each organization has a public subdomain, such as acme.novacal.io.
• Each team gets a public booking link under the organization subdomain, such as acme.novacal.io/sales.
• Each organization member also gets a personal booking link under the same subdomain, such as acme.novacal.io/alex.
• Each team has its own name, URL, members, settings, profile, and event types.

This keeps all public scheduling links grouped under the same organization while still letting every team and user have a dedicated booking page.

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Public Booking Links

Your organization subdomain is the root for team and user links. Use team links when visitors should book with a department, group, or shared event type. Use user links when visitors should book directly with a specific person.

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Creating a Team

To create a team, go to the Teams section in your dashboard and click Create Team:

1. Team setup: Enter the team name and URL. The URL becomes the team’s public path under your organization subdomain, such as acme.novacal.io/sales.
2. Team profile: Add a logo and about section to personalize the public booking page.
3. Invite members: Invite organization members to join the team by entering their email addresses.

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Team Features

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Collective Events

Create collective event types where multiple team members can be booked together. When attendees book a collective event, they book with all selected hosts, and the system automatically finds availability that works for all hosts.

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Round Robin Events

Create round robin event types that distribute bookings across your team automatically. You add several hosts to the event type, but each booking is assigned to just one of them. This spreads the workload fairly — ideal for sales calls, support sessions, or intake meetings where any one of several people can take the meeting. When an attendee books, they don’t choose a host. Novacal offers a time if any host is free, then assigns the least-busy available host behind the scenes.

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Team Members & Roles

Novacal uses three role levels across organizations and teams:

• Organization owner: Manages the organization, including the organization subdomain, organization members, and teams.
• Team admin: Manages a specific team, including team settings, member management, and team event types.
• Team member: Belongs to a team and can participate in team scheduling and collective events, but cannot manage team settings or members.

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Team Settings

Team admins can manage team settings:

• Name: Update your team’s display name
• URL: Customize the team’s public booking page path within your organization, such as /sales
• Logo: Upload a team logo that appears on your public page
• About: Add a description of your team that appears on your public booking page

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Organization Settings

Your organization provides the shared structure for all teams:

• Subdomain: Used for your organization’s public team and user booking pages
• Teams: Create and manage multiple teams under the same organization
• Members: Give every organization member a personal booking link under the organization subdomain

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Collective Events Configuration

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How to add participants to a collective event type?

To add participants to a collective event type:

1. In event type settings, select the team members who should be hosts
2. The system calculates availability based on the availability of all hosts
3. When attendees book the event, they book with all hosts

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How to connect a video conferencing app to a collective event type?

To add video conferencing to a collective event type:

1. The event organizer needs to connect their video conferencing account (Zoom or Google Meet)
2. In event type settings, select the video conferencing option in the Location field
3. The system will automatically use the organizer’s connected account to create the meeting
4. All participants (hosts and attendees) will be automatically added to the video meeting

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How to add events to connected calendar?

To add collective events to your calendar:

1. The event organizer needs to connect their calendar account (Google, Outlook, Apple, or Zoho) in their personal settings
2. Enable “Auto-add events to calendar” in the organizer’s calendar settings
3. Select a default calendar for automatic event creation
4. When a collective event is booked, it will be automatically added to the organizer’s connected calendar
5. All participants (hosts and attendees) will be automatically included in the calendar event

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Round Robin Events Configuration

Round robin event types require a team — you can only create one if you’re part of a team. Look for Round Robin Event in the Create menu on the Event Types page.

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How to add hosts to a round robin event type

1. In event type settings, select the team members who should be hosts.
2. Availability is calculated as the union of all hosts — a time is offered whenever at least one host is free. This is the opposite of collective events, which only offer times when everyone is free.
3. When an attendee books, Novacal assigns the meeting to a single host. The attendee books with just that person; they don’t pick who.

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How hosts are assigned

For each booking, Novacal looks at every host who is free at the chosen time and can fulfill the meeting’s location, then assigns the one with the fewest bookings on that event type. This keeps the workload balanced over time.

• Only hosts who are available at the selected time are considered.
• If the event type uses a video conferencing location, only hosts who have that app connected are eligible.
• Ties go to the host who was booked longest ago, so bookings rotate evenly.

The assigned host becomes the organizer of that meeting and its only host. They receive the booking on their calendar and, if the event type uses video conferencing, the meeting is created with their connected account.

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How to connect a video conferencing app to a round robin event type

1. Each host who should be assignable for video meetings needs to connect their own video conferencing account (Zoom or Google Meet).
2. In event type settings, select the video conferencing option in the Location field.
3. When a booking is assigned to a host, the meeting is created using that host’s connected account.
4. Hosts who haven’t connected the required app are skipped when assigning that booking.

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Managing Team Members

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Inviting Members

Organization owners and team admins can invite new members by:

1. Navigating to the Teams section
2. Clicking Invite Members in the Quick Actions sidebar
3. Adding email addresses
4. Sending invitations

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Removing Members

Organization owners and team admins can remove members from a team at any time through the members list.