Teams and agencies

How seats work

One seat is one full Business-tier CalendarPA account, the same plan sold individually at $25.00 a month. It is not a restricted sub-account of the owner's. The person in the seat has their own login, their own data and their own scheduling page, and it costs them nothing personally. The owner takes the first seat.

• The smallest network you can buy is 2 seats. That is a host plus one other person.
• Members join by invitation. An invite that nobody accepts expires after 14 days, and an expired one cannot be revived, so send a fresh one from the Members tab.
• An invitee does not need a CalendarPA account first. If they already have one, accepting attaches the account they have; nothing is replaced.
• Every accepted invite takes a seat. If there are no free seats, add seats on the Billing tab before inviting.
• A person can be an active member of exactly one network at a time. Someone already in another network has to leave it before they can accept.
• An owner or admin can suspend a member, which stops their scheduling page taking new requests but touches nothing they own, or remove them, which frees the seat.

What seats cost

Seats are priced in bands, and the bands are graduated: a band's rate applies only to the seats inside that band, the way a tax bracket works. It is not the price of your whole order.

Up to 199 seats you can buy online without talking to anyone. Above that, and for anyone below it who needs an invoice rather than a card, we quote you directly. Custom contracts, multi-year locked pricing and Net-30 invoice billing are all available.

Monthly or annual

Prepay a year and take 15% off every seat. The 10-seat example above becomes $184.45 a month, billed once at $2,213.40 for the year.

What the saving actually is

Savings are measured against the individual Business plan, at the same cadence: $25.00 a month, or $20.00 a month effective if that plan is paid annually. Because the bands are graduated, no bill ever reaches the marginal rate of its top band, so the blended figure is what matters. The deepest blended discount available is 34%, at 199 seats. Smaller networks save less, and the table above is enough to work out exactly how much.

What a member gets

• A full Business-tier account at no cost to them, for as long as they hold the seat.
• Everything they already had, untouched: their Booking Types, their availability, their connected calendars, their contacts and their history. Joining adds a plan, it does not replace an account.
• Their own scheduling page at their own URL. If the network has branding set up, a slim strip appears above their name linking to the network. A member can turn that strip off.
• Full ownership throughout. If they leave, they take all of it with them; see closing a network, or leaving one.

Networks get a free CalendarPA-hosted branded URL and co-branded confirmation emails.

What the owner can and cannot see

This is the question members ask most, so it is worth being exact. Owners and admins see usage statistics only. Reading a member's meetings, their Booking Types or their availability requires that member to turn it on, one permission at a time. All three start off, and only the member can grant them.

Three settings do start on, and a member can turn any of them off at any time in their membership privacy settings: including their totals in the network's insights, showing the network's branding on their scheduling page, and appearing in the network's public directory.

If you already pay for CalendarPA

Joining a network does not leave you paying twice, and it does not throw away what you have already paid for. Your personal Pro or Business subscription is paused, not cancelled, and the time you had paid for and will not use is refunded to the card that paid for it. It is a refund, not an internal credit, so annual plans get most of a year back rather than a balance you can only spend with us.

Lifetime plans are left alone. There is no recurring subscription to pause and no unused period to refund. If a refund fails for any reason, the amount still owed is recorded against the membership and shown rather than quietly written off.

Billing and invoicing

• One bill. Every seat and every add-on is charged to the owner. Members are never charged for anything and never see the network's invoices.
• The trial. 14 days with a payment method on file and no charge. Cancel inside the trial and the card is never touched. The first charge lands the day the trial ends.
• Adding seats is charged straight away, prorated for the rest of the current period.
• Removing seats takes effect immediately and does not produce a refund or a credit. You stop paying for those seats from the next invoice, rather than getting money back on this one. If you try to drop below the number of seats currently filled, you are asked which members to release first.
• Invoices and payment method live in the payment portal, linked from the Billing tab. Card changes, past invoices and the next renewal are all there.
• Add-ons. Network insights is a recurring add-on that rolls up scheduling and revenue across members and benchmarks them anonymously. Onboarding concierge is a one-time per-seat charge on the first invoice, where our team sets each new member up. Current prices for both are shown in checkout.
• Invoice billing. Net-30 invoicing, purchase orders and multi-year terms are arranged through sales rather than through self-serve checkout, at any seat count.

If a payment fails

Nothing breaks the day a charge fails. The pressure lands on the owner first, and members are kept whole for three weeks. Every date below is measured from the day the charge failed.

Fix the card at any point in that window and everything resumes. Member data and network data are preserved at every stage, including after cancellation.

Closing a network, or leaving one

If you own the network

Cancellation is on the Billing tab. Cancelling schedules the shutdown rather than performing it on the spot, and an undo option sits on the same tab until it runs. There is also a shut-down-now option that skips the wait; that one is immediate and cannot be undone. Active members are emailed, and their seats run to the end of the period you have already paid for.

If you are a member

You can leave whenever you want, and you keep everything: your account, your Booking Types, your availability, your connected calendars, your contacts and every meeting you have ever taken. None of it belonged to the network.

Whether you leave or the network closes around you, you get a 14-day Business trial so nothing stops working while you decide what to do next. Choose a personal plan before it ends to keep Business features.

You can rejoin the same network later, or join a different one. Because a person can only be an active member of one network at a time, leaving is what frees you to accept an invite elsewhere.

Still have a question?

The agencies page has the seat picker and current pricing for your own seat count, and our team handles anything above 199 seats, invoice billing and custom terms. For anything else, support is the fastest route, or email [email protected].