Why team-wide availability matters

Coordinating meetings across an entire team can be a logistical headache - especially in remote and hybrid work environments. Cal.com simplifies this by letting you centralize team scheduling into one shared workspace. Whether it’s for client calls, internal syncs, or on-call rotations, you can ensure that availability is transparent, up-to-date, and easily bookable.

Step 1: Create your team in Cal.com

Start by setting up your team on Cal.com. From your dashboard:

1. Go to Teams in the navigation menu.

2. Click Create New Team and give it a name.

3. Assign a team admin (typically the team lead or operations manager).

Creating a team gives you a centralized hub where all team members can be managed, and their calendars synced.

Pro tip: You can configure advanced settings like time zones, buffer times, and meeting duration defaults at the team level.

Step 2: Set up shared event types

Next, create event types that represent the kinds of meetings your team needs to handle. These could include:

• Sales demos

• Support calls

• Weekly team syncs

• Interviews

For each event type, you can define:

• Duration

• Meeting location (e.g., Zoom, Google Meet, or in-person)

• Routing logic (e.g., round robin or collective availability)

• Availability rules

Tip: Shared event types ensure consistent branding, meeting structure, and scheduling rules across your team.

Step 3: Invite your team and collect individual availability

With your team and event types in place, it’s time to invite team members. Each member can then:

• Connect their personal calendars (Google, Outlook, iCloud, etc.)

• Define their working hours and preferred availability

• Block off time for breaks, focus work, or personal commitments

Their availability is then automatically factored into the team’s scheduling logic.

Cal.com makes this step seamless:

• Each invite includes clear instructions.

• Availability can be edited anytime.

• Privacy is respected—only availability is shared, not calendar details.

Timeline view for real-time team visibility

Once your team is active, use the Timeline View to see availability across the group in real time. This helps with:

• Scheduling internal meetings more efficiently

• Identifying overlapping open slots

• Balancing workload and preventing burnout

Whether you’re a manager trying to coordinate a quick huddle or a teammate booking a peer session, Timeline View makes it easy to find time without the guesswork.

Automate scheduling with routing logic

Cal.com supports advanced features like round robin and priority-based routing. For example:

• Rotate support calls among available agents.

• Assign leads based on territory or role.

• Route bookings to whoever is next available.

This automation ensures equitable distribution of meetings and helps avoid scheduling bottlenecks.

Final thoughts: The future of team scheduling

Managing team-wide availability doesn’t have to be a hassle. With Cal.com, you get a streamlined, privacy-friendly, and scalable way to coordinate your team’s time.

If you're ready to eliminate back-and-forth emails and create a seamless booking experience, start building your team on Cal.com today.