Running a schedule is a named job.
Put other people on the same schedule and write a position beside each name. Admins run the calendar, viewers read it and still scan tickets at the door, and the owner keeps billing and the last word on positions.
Being straight about it up front: the free plan is one name, and that name is yours. Slots two to five are the Enterprise plan.
OW is owner. Slots 2 to 5 take an AD (admin) or a VW (viewer). A selfhosted install has no cap on the number of slots.
The count
How many names fit on the card
This is the part most pages bury. Here it is second, because it decides whether the rest of the page applies to you.
One member
You. Nothing else on the free plan is metered by head count: unlimited events, calendar sync, analytics, and newsletters to ten recipients a month. The one thing it does not include is a second name on this card.
Up to five, in total
Fifteen dollars a month, or a hundred and fifty a year. Five is the whole card, owner included, so it is four other people rather than five. Per-member availability arrives with it, on talent schedules.
No cap at all
A selfhosted install gets Enterprise features and skips the five-member limit entirely, because the limit only applies on the hosted service. Your server, your card.
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The positions
Three positions. No custom ones.
You are not building a permission scheme. You pick one of three when you write the name in, and you can change it afterwards.
Owner
Whoever created the schedule. There is exactly one, and the position cannot be handed over from the Team tab.
- Everything an admin can do
- Changes any member's position
- Removes any member
- Holds the plan and billing
- Deletes the schedule, and cannot be removed from it
Admin
The working position. An admin runs the calendar day to day and needs nothing from you to do it.
- Creates, edits and deletes events
- Accepts or declines event requests
- Changes settings, branding and sub-schedules
- Invites another member
- Reads the audit log
Viewer
Read-only across the tabs it can reach, with one deliberate exception: a viewer can still work the door.
- Sees the schedule, requests, bookings and the team
- Scans tickets and checks people in
- Cannot add or change an event
- Cannot open the settings page at all, or answer requests
- Cannot mark availability dates
A follower is not one of these. Following a schedule is a public action anybody can take on the guest page, and it gives no access to the admin panel at all. What following actually does
The card, read across
What each position actually opens
Ten surfaces, three columns, and the rows that say no are the useful ones.
| Surface | OW | AD | VW |
|---|---|---|---|
| Open the schedule in the admin panel | owner can | admin can | viewer can |
| Create, edit and delete events | owner can | admin can | viewer cannot |
| Accept or decline event requests | owner can | admin can | viewer cannot |
| Open the settings page, and change branding | owner can | admin can | viewer cannot |
| Scan tickets at the door | owner can | admin can | viewer can |
| Read the audit log | owner can | admin can | viewer cannot |
| Invite a new member | owner can | admin can | viewer cannot |
| Change a member's level, or remove somebody | owner can | admin cannot | viewer cannot |
| Change the plan or billing | owner can | admin cannot | viewer cannot |
| Delete the schedule | owner can | admin cannot | viewer cannot |
A filled dot is yes, a hollow ring is no. The controls for the last three rows only appear on the Team tab for the owner. One row is missing because it needs no column: every name but the owner's can be taken off the card by the person it belongs to, at any time.
Worth saying plainly, because other calendars advertise it: there is no conflict detection between events. Nothing warns an admin that two events overlap. What the shared schedule gives you is one calendar instead of several, and a log of who changed it.
The invitation
Writing a name in takes four fields
They do not need an Event Schedule account first. If they have one, the invitation attaches to it.
Open the Team tab
Every schedule has one. Choose Add Member and you get a short form rather than a settings maze.
Name and email
Both required. A phone number is optional and is only used to reach them; nothing else on the form is mandatory.
Pick Admin or Viewer
A single dropdown with two entries, defaulting to Admin. Owner is not in the list, because there is already one.
They get an email
New to Event Schedule? The link sets their password. Already have an account? It takes them straight into your schedule.
The slot holds their place while you wait
An invited person appears on the Team tab straight away, whether or not they have finished signing up. Until they do, their row carries a Resend invite button instead of a position dropdown, so a lost email costs you one click rather than a re-invite.
If you supplied a phone number, the same row can offer a second button that sends the invite as a text instead, on eventschedule.com with text messaging switched on.
Setting the schedule up in the first place is covered in the schedules guide.
Shared, not merged
One schedule. Separate settings.
Sharing a calendar should not mean sharing an inbox. Several things are stored against the member rather than against the schedule.
Each editor picks their own alerts
FreeNotification preferences live on the membership, not the schedule, so the person who handles bookings can take the request emails and nobody else has to. They go to the owner and to admins; a viewer is never emailed.
The bottom three report on Pro features, and on eventschedule.com their toggles stay greyed out until the schedule fills in its own email settings, which any plan can do. The top two need neither.
Their calendar, not yours
FreeA member picks Sync to my calendar beside the schedule in their own list, and the events land in the Google Calendar they already look at. Outlook and CalDAV sync sit on the schedule itself, so those run from the owner's account.
Days they cannot do
EnterpriseA talent schedule carries an Availability tab, where each member marks their own unavailable dates. Those days turn orange on the shared Schedule tab and name who is out, so nobody pencils in a date the sound engineer already blocked.
Names come off the card too
FreeA member can remove themselves from a schedule at any time without asking, and the owner can remove anybody else. Removing somebody takes their access away; it does not take away the events they created, which stay on the schedule where they belong.
The owner is the one name that cannot be removed. A schedule with nobody on it would be a schedule nobody can fix.
The log
The card says who is on. The log says what they did.
Handing somebody edit access is easier when you can see the consequences. Every schedule keeps an audit log with four columns: when it happened, which member did it, what the action was, and which event or member it touched.
- Events created, updated, published, cancelled and deleted, plus requests accepted or declined.
- Members added and removed, settings changed, and plan changes.
- Ticket checkouts, payments, refunds and check-ins, so a door shift is legible afterwards.
- Filter by category, narrow to a date range, or search the text. Free on every plan, and open to the owner and admins.
Audit log
Fri 12 Jun| Time | Member | Action |
|---|---|---|
| 09:12:04 | Dana R. | Event created Friday Session |
| 09:15:41 | Dana R. | Event published Friday Session |
| 11:02:19 | You | Member added Priya N. |
| 14:47:52 | Priya N. | Event updated Sunday Matinee |
| 19:30:08 | Sam O. | Checked in Friday Session |
Illustrative rows. The real log carries every action on the schedule, newest first, fifty to a page.
Who gets a slot
Four names worth writing in
Venues, curators, bands, agencies and community groups all end up with the same short list.
The other programmer
The person who also books the room. Give them Admin and stop being the bottleneck between a confirmed date and a published one.
Whoever works the door
A viewer can scan tickets and check people in without being able to move a date or edit a price. It is the one thing a read-only position deliberately keeps.
The one who answers the requests
Admins can accept or decline event requests, and each member chooses their own alerts, so the request emails can go to them and only them.
Your cover while you are away
Write them in before the trip, take them off after it. Removing a member revokes their access and leaves everything they added on the schedule.
Related features
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See all plansFrequently asked questions
Everything people ask before they hand somebody else the calendar.
How many team members can I have?
On the free plan a schedule has one member, which is you. Adding anybody else needs the Enterprise plan at $15 a month, and on eventschedule.com a team is capped at five members in total. A selfhosted install gets Enterprise features and has no member cap.
What are the access levels?
Three: owner, admin and viewer. The owner is whoever created the schedule. An admin can create and edit events, change settings and invite other members. A viewer reads the schedule, the requests, the bookings and the team, and can still scan tickets at the door, but cannot open the settings page at all. Billing, deleting the schedule, and changing or removing another member are controls the Team tab shows to the owner only.
How do I invite somebody?
Open the Team tab on your schedule, choose Add Member, and enter their name and email address. A phone number is optional. You pick Admin or Viewer at the same time. They get an email: if they are new they are sent to set a password, and if they already have an Event Schedule account it takes them straight to your schedule.
What if they never accept the invitation?
Their row stays on the Team tab with a Resend invite button next to it until they finish signing up, so you can send it again rather than starting over. If you gave a phone number, eventschedule.com can also send the invite as a text, when text messaging is switched on there.
Can two people edit the same schedule?
Yes. The owner and every admin work on one calendar rather than on copies of it, so an event added by one of them is the same event everybody else sees. There is no separate approval step between members and no conflict detection between events: the schedule is shared, and the audit log records who changed what.
Does each member get their own settings?
Yes, on the same schedule. Notification preferences are stored per member, so one person can take the event-request emails while another takes none. Each member can also sync the schedule into their own Google Calendar from their schedules list. On a talent schedule, which is the type that carries an Availability tab, each member keeps their own unavailable dates on the Enterprise plan, and the whole team sees those days marked on the Schedule tab.
Can somebody leave the team?
Yes. A member can remove themselves from a schedule at any time, and the owner can remove anybody else. The owner cannot be removed, which is deliberate: a schedule is never left without one.
Step-by-step instructions live in the guide: managing your team.
Slot one is free
Start the card with your own name.
Build the schedule first. The other four slots are there when the job outgrows one person, and nothing about the calendar changes when you add them.
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