Team Management
Invite members, assign admin or member roles, and manage per-seat licenses in a Calendox Business account — plus what a paused sync means.
A Calendox Business account is a team under one subscription: admins invite members from the Members page and assign each member a license bought from Settings → Billing. Every licensed member then connects their own calendars and runs their own syncs — the license's plan tier sets their personal limits.
Team management is tied to your account type, not a plan tier — any Basic, Standard, or Premium subscription works. The Members page appears in the sidebar for team admins; regular members don't see it. Enterprise accounts manage calendars differently — see Enterprise accounts. For which account type fits your team, see Personal, Business, and Enterprise accounts.
What can each role do?
| Role | Capabilities |
|---|---|
| Admin | Invite and remove members, change roles, assign and revoke license seats |
| Member | Connect their own calendars, create syncs and booking pages under the license assigned to them |
The admin who created the team is additionally its owner — purchasing seats and changing or cancelling the team's subscriptions are owner-only actions. Any admin can assign and revoke the licenses the owner has purchased.
Roles govern team administration, not syncing — admins and members alike connect calendars and sync under their own license. A team must always have at least one admin: the last remaining admin can't be demoted or removed until another member is promoted.
How do seats and licenses work?
Business subscriptions are billed per seat. The team owner purchases a number of licenses for a plan tier from Settings → Billing, and admins assign each license to a team member from the license list on the same page. A team can hold licenses on more than one tier at the same time — for example, Premium seats for two power users and Basic seats for everyone else.
Each member's limits come from the plan of the license they hold, applied per member — on a Standard license, that member can connect up to 5 calendars, run up to 5 syncs, and create booking pages per the Standard tier (see Plans and billing). A member without an assigned license can't connect calendars or create syncs at all — they'll see a No Active License message asking them to contact their administrator.
Invite a team member
- Go to Dashboard → Members.
- Click Add Member, enter their email address, and pick a role.
- Click Send invite.
The invited person receives an email with a link to join the team. If they don't have a Calendox account yet, they create one during the invite acceptance flow. Pending invites appear in the members list and can be cancelled before they're accepted. Remember to assign the new member a license once they join — membership alone doesn't grant sync access.
Remove a member or change a role
Both actions live in Dashboard → Members and are admin-only:
- Remove — deletes the member after confirmation. They lose access to the team immediately, and any license assigned to them is revoked.
- Change role — open the member's row editor and switch between Admin and Member.
Members can also leave a team themselves from Settings → App → Leave Team.
What does "paused" mean for a member's syncs?
When a member loses their license, their syncs aren't deleted — they're paused (shown as Disabled in the sync list) and stop propagating changes until the license situation is fixed:
| Cause | How it recovers |
|---|---|
| An admin revoked the member's license, or the seat pool was reduced while they held one | An admin must assign a license to that member again — this never resolves on its own |
| Team subscription expired or payment failed | Syncs resume automatically once the subscription is active again |
No calendar data is lost while a sync is paused. See Sync status for the full list of disabled reasons and recovery steps.
If something looks wrong
- A member can't connect a calendar — check they hold an assigned license in Settings → Billing, and that they haven't hit their license plan's calendar limit.
- An invite never arrived — check the recipient's spam folder, then cancel the pending invite from Dashboard → Members and send it again.
- You can't remove or demote an admin — that's the last admin on the team. Promote another member to admin first.
Next steps
- Plans and billing — per-seat pricing and the plan limits each license carries
- Sync status — what disabled syncs look like and how they recover
- Team management features — feature overview
Microsoft Marketplace
Purchase Calendox through the Microsoft Marketplace — billed to your existing Microsoft billing account under the Microsoft Standard Contract, with no new vendor onboarding or card required.
Enterprise Accounts
How Calendox Enterprise works — Microsoft 365 tenant-wide admin consent, master and secondary tenants, license seats, CSV import, and billing.