Using Team Management (V2)
This article looks at Team Management on the new version of YCBM (V2), released in September 2026. You can check which version you are on by looking at the footer of your account. For instructions on how to do this on our Classic (V1) version, please see this page.
YouCanBookMe makes it easy to onboard your team, create booking pages that pull from each person's own calendar and working hours, and manage scheduling logic across your organization — all from a single account. This article is your guide to setting up and running a team account in V2.
Plan availability: This feature is available on Teams plan.
How team accounts work in v2
V2 introduces a cleaner separation between the organization and each individual team member:
Org level (Account Owner / Admin) | Individual level (each team member) |
|---|---|
Booking pages | User Profile (calendars, working hours, timezone, video conf) |
Appointment Types (duration, location, availability windows) | Integrations (Zoom, Gmail, calendar accounts) |
Resources (meeting rooms, equipment) | Personal availability (working hours + calendar events) |
Member management (invite, roles, offline) | |
Org-level analytics |
Understanding account roles
YouCanBookMe has four user roles: Account Owner, Administrator, Editor, and Contributor. See YouCanBookMe User Roles for the full breakdown of what each role can do.
Step 1: Invite team members
Go to Members in the top navigation and click Invite members.
Enter each team member's email address and select their role.
Click Send invite(s). Each person receives an email invitation.
When a team member accepts their invitation, they are guided through a User Profile setup wizard. They will:
- Connect their calendar account (Google or Microsoft)
- Select which calendars YCBM should check for conflicts and write bookings to
- Set their working hours and timezone
- Set up their video conferencing preference (Google Meet, Zoom, or Teams)
- Optionally add an in-person address for hybrid scheduling
Once their User Profile is set up, you can add them to booking pages.
Any changes that are made to a team member's User Profile (such as updating their working hours or adding a new calendar) automatically propagate to all booking pages they are on and will take effect for all bookings that are made after the change is saved.
Step 2: Edit booking page duration
Before creating booking pages, set up the Appointment Types your team will offer. Go to Org Settings > Appointment Types.
Every account gets one default 30-minute Appointment Type automatically. You can edit this and create additional types. For each Appointment Type you can set:
Name and description — what the booker sees when selecting an appointment type
Duration — how long the appointment lasts
Location — use the host's video conferencing link, host's in-person address, or a fixed location
Available hours — restrict this appointment type to specific days and times (e.g., in-person only on Tuesdays and Thursdays)
Step 3: Optionally create Resources
If your team books physical spaces or equipment alongside people (e.g., meeting rooms, vehicles, instruments), create Resources in Organization Settings > Resources. Each Resource has its own calendar and availability, and is added to booking pages via the Participants tab alongside team members. Read more about Resources here.
Step 4: Create booking pages and add team members
Create a new booking page from your Pages dashboard (click Create new booking page button)
Go to the Participants tab.
Under Members, search for a team member's name and add them. Their entire User Profile — calendars, working hours, timezone, video conferencing — is linked automatically. You do not need to select their individual calendar.
Repeat for all team members who should appear on this booking page.
Under Resources (if applicable), add any resources that should be booked alongside the team member.
Step 5: Configure Collections
Once you have added team members to a booking page, use Collections to control how bookings are assigned. A Collection is a group of team members with a shared allocation strategy.
On the Participants tab, click edit Collections to adjust the existing one. Or create a Collection to create additional collections. Add the relevant team members, then choose an allocation strategy (read more about the Allocation Strategies here).
Round Robin: Maximize Availability — distributes bookings to maximize the number of available time slots shown
Round Robin: Equal Distribution — distributes bookings to give each team member roughly equal numbers of bookings
Booker Decides — the booker selects a team member from a list when booking
List Order — assigns bookings in the order team members appear in the Collection
All Members Required — only shows time slots when every member in the Collection is free (mutual availability)
Random Selection — randomly assigns an available team member for each booking
A booking page can have multiple Collections — each with its own members and allocation strategy. One Collection can be designated as the host collection, whose assigned member will own the calendar event for each booking.
Step 6: Go to Appointment Types on the booking page
On the booking page's Appointment Types tab, add the org-level Appointment Types you want to offer on this page. You can group them by dragging and dropping them into named groups, and choose whether to display them as separate selection pages or a dropdown. More information here.
For further questions, contact our team at support@youcanbook.me.
Access your YCBM Dashboard