Set Up a Group Calendar
Who is in the pool, whether the owner is one of them, and how bookings get shared.
Before You Begin
- A calendar, either new or an existing one you want to convert
- An understanding of what a group calendar does
- Team members already set up in your organisation, so you can add them
You can make a calendar a group calendar when you create it, or convert one later. Converting is safe — it does not disturb anything already booked — but do it before you publish a booking link rather than after, so the behaviour people meet does not change under them.
Everything here lives in the calendar's Settings, reached from beside the calendar under All Calendars. The same allocation settings also appear on the booking schedule screen; they are one set of settings reached two ways.
Steps
Turn on Is it a Group Calendar?
In Calendar Details, switch on Is it a Group Calendar?. This reveals the member list and the allocation settings.
An individual calendar ignores all of it — no member list, no sharing rule, every booking yours.
Choose the members
Allowed Members in the Group is who can receive bookings from this calendar. Add everyone who should be able to take one.
The page shows your organisation's members and you select the ones you want. Only selected members are ever allocated a booking, and the calendar's availability is the combined free time of exactly this set — so adding a member widens what the booking page offers, and removing one narrows it.
Decide whether the owner takes bookings
This is the step people miss. The calendar's owner appears in the member list already selected, so by default the owner is in the rotation along with everyone else.
To take them out, deselect them. They remain the owner — they still administer the calendar and see everything on it — but bookings go only to the other members.
That is exactly the arrangement for a manager or a shared desk that someone has to own: ownership for configuration and visibility, no obligation to appear in anyone's diary.
Pick how bookings are shared
Event Allocation Strategy decides who takes a booking when more than one member is free. The three options behave quite differently, and the labels do not fully give them away:
- Round robin — the least busy of the free members. Not a strict turn-by-turn rotation.
- Random — any of the free members, chosen at random.
- Sequential — the first free member in list order, which means the owner whenever the owner is free and in the rotation.
Round robin is the sensible default for a team sharing work evenly. Sequential is for a deliberate pecking order with fallback. Read the full reference before choosing, because the differences show up over weeks, not days.
Leave member selection alone for now
Allow Booking with Specific Member is intended to let a person booking choose who they meet. See the note below: it does not currently affect a booking page or a form, so it changes nothing your visitors experience.
If you want a given person's time offered specifically, the reliable way today is an individual calendar for them alongside the group one.
Save, then test with a real booking
Save the settings, then open the booking page and book a test slot.
Check who it was allocated to, and whether that matches what you expected from the rule you chose. Then book a second test for a time when that first member is now busy, and confirm it goes to someone else. Two bookings tell you more about allocation than any amount of reading.
Cancel both when you are done.
Warning: Allow Booking with Specific Member has no effect on a booking page or a form, as of October 2026. The booking page offers no way to choose a person, and a booking made through a form sends no preference, so the strategy always decides. The setting does work where a booking is created through Zyntro's Create Event API, which accepts a member. Treat it as an API-level capability for now rather than something your visitors will see.
Result
The booking page now shows the combined availability of your members, and each booking is allocated to one of them by your chosen rule — always someone genuinely free.
The allocated member is the host, owns the resulting contact, and receives the notifications. Nobody has to forward anything.
If a booking arrives through a form rather than the booking page, the same allocation applies: an attached group calendar decides the owner, which takes precedence over the form's own routing.
Before you share a group booking link
- Every member in the list can genuinely take these meetings
- The owner is deliberately in or out of the rotation, not in by accident
- The sharing rule is the one you actually want over a month, not just today
- You have booked two test slots and seen allocation move between members
- Members keep their own commitments on their calendars, or availability will overstate the team
