Group Calendars
One link, one page, and whoever is genuinely free takes the meeting.
What It Is
A group calendar is a calendar with several members attached, where each booking is allocated to one of them.
To the person booking, it looks like a single calendar: one link, one page, one set of times. What they are actually seeing is the combined availability of the team — a time appears if anyone eligible is free for it. When they book, Zyntro decides who takes it.
An individual calendar is the other kind: every booking belongs to one person. That is the right choice for a calendar that is genuinely yours. A group calendar is for when the role matters more than the person — a first conversation with sales, an onboarding session, a support slot.
You choose which kind a calendar is when you create it, and you can change it later in its settings.
Why It Matters
It removes the coordination. Without it, a team either publishes several links and hopes the prospect picks a sensible one, or funnels everything through one person who then forwards it. Both leak time, and the second one quietly makes one person the bottleneck.
It widens availability without widening anyone's day. Five people each offering two mornings a week produce a page that looks available most of the time, with nobody working more hours.
It allocates on real availability, not in turn. This is the part worth understanding properly: Zyntro works out who is free before it applies any sharing rule. A member who is busy is never assigned, whatever the rotation would otherwise say. That ordering is why a group calendar does not produce the classic double-booking of a naive round robin.
And it keeps ownership honest. The member who gets the meeting is the member the booking is attributed to, so whoever has to turn up is also the one who sees the contact and the follow-up.
How It Works
Who is eligible. The member list is the calendar's owner followed by the members you added. The owner can be taken out of the booking rotation while remaining the owner, which is how someone administers a calendar they do not personally work from.
What counts as busy. A member's commitments are gathered from everywhere Zyntro can see them: meetings they organise, events on calendars they own, and meetings where they are the host. Recurring commitments count on every occurrence. So being booked on one group calendar makes a member unavailable on another, and their own calendar's events protect them too.
Working out availability. A time is offered on the booking page if at least one eligible member is free for it. Nobody is named at this stage.
Allocating the booking. When the booking is actually made, Zyntro narrows the list to members free for that exact slot and applies the sharing rule to whoever is left. If only one is free, they take it regardless of the rule. If none is free — which can happen if someone was booked in the seconds between the page loading and the form being submitted — the booking is refused rather than forced onto someone.
Afterwards the chosen member is the host, the owner of the contact, and the person the notifications go to.
Examples
Three salespeople sharing a discovery call
One group calendar, all three as members, a round-robin sharing rule. The prospect sees the combined availability of the team and books once. Whoever is free and least busy takes it, and the lead belongs to them from that moment.
A manager who administers but does not take calls
The manager owns the calendar so they can configure it and see everything on it, but they are deselected from the member list, so bookings only ever go to the reps. Ownership and availability are separate things here.
An onboarding session any of four people can run
A group calendar means the customer books a time that suits them rather than a person they have never met. Whoever is free runs it, and because allocation happens at booking time the customer is never asked to care.
Two different customers wanting the same Tuesday slot
Both can have it, if two members are free. A group calendar is not limited to one booking per slot — that is the point of pooling the team. Each booking goes to a different host.
Everyone is busy at the time someone wanted
The time is not offered. Availability is the combined free time of the team, so a slot disappears once the last eligible member is taken.
Important: Availability always beats the sharing rule. Zyntro filters to members who are genuinely free for the slot and only then decides between them. No rule can assign a booking to someone who is busy — so the labels describe how to choose among the free, not a strict order of turns.
