Team Calendar Sync for Admins: What You Set, What Members Do, One Bill (2026)

Quick Answer: On the SYNCDATE Team plan the admin buys the seats, invites members, and sets the sync rules once: what a copy may show and which accounts may copy to which. Each member connects their own calendars and builds their own syncs inside those rules. Clients see Busy, members keep the details, and the admin never sees a member's events. Every seat has Pro limits on one company bill, 5 seats minimum. We make SYNCDATE, so weigh this as our view; the facts here match the Team settings as documented on 3 November 2026.

This page is for the person who signs the order. You are the admin or manager who buys calendar sync for a company or a firm. You want to know five things. What do you set? What do your people do? What can you see? How does the bill work? How do you start? The answers below come from the Team page, the Team FAQ and the Team sync rules documentation, as they stood on 3 November 2026.

The problem Team solves is simple. People in a firm keep client, work and personal calendars. A client's booking link shows a free slot, but the meeting sits in another calendar. People copy busy time by hand. Five people pay on five cards, and nobody knows who still uses the tool. With Team, each person's meetings block their other calendars, usually in under a minute on Google and Outlook. The company pays once.

What the admin sets

You set three things: who has a seat, how people join, and what members may copy.

Seats and invitations

You invite members by email. You can also set your company email domain. Then eligible people are offered an open seat when they sign in. Each person joins when they accept.

A Team has 5 seats at minimum, even if fewer people are active. When someone leaves, their Team access ends. Their calendars and events stay theirs.

Team sync rules

Team sync rules decide what a member's copy can show and where copies can go. You write them once, on the Team tab in Settings. They apply to every member's syncs for as long as the member belongs to the Team. Your own syncs follow the same rules.

The rules have three layers. The most specific layer wins, one setting at a time.

• Team default. The rule for every member. Accounts that are in no group use it.
• Groups by email domain. A group is a list of email domains you choose, such as your own domain or a client's. The choices of a group replace the team default for copies made from that group's accounts.
• Exceptions. Different rules for copies from one group into one other group.

Each direction is checked on its own. Allowing company.com to copy into client.com does not allow client.com to copy into company.com. In a two-way sync, each direction is a separate copy path with its own check.

Here is an example from the documentation. The team default makes the title always Busy and leaves guests out. A group called Company holds company.com and replaces the title rule with Original. A copy made from an account at company.com keeps the original title and still leaves guests out. A copy made from an account at any other domain shows Busy and leaves guests out.

With the rules you can choose which event details members may copy, from the title down to free or busy. You can allow or block copies between groups of accounts. You can decide whether members may write their own Custom rules. Each sheet also has quick settings, such as one that shares availability only.

Applying a change

Nothing changes for your members until you press Apply rules. First you press Review changes. You see each change in plain words and an estimate of how many existing syncs it affects. You also choose what happens to copies that already exist: rewrite them to follow the rules, or pause the sync and remove the copies that break the rules.

After you apply, the rules show one of three states: Applying, Applied or Needs attention. Needs attention lists the reasons with a count. The status never shows a member's event titles or details.

The full reference is on the Team sync rules page. The click path is in the guide Set up Team sync rules for your Team.

Limits you should know

• Rules apply to copies that SYNCDATE makes. They do not reach an event that another tool copied or that a person created by hand.
• Groups follow the address on the account. SYNCDATE does not check that a person owns the domain.
• Accounts that are connected by calendar link have no address. They always use the team default.

When someone leaves

You choose once what happens to restricted syncs when a person leaves the Team. You can do nothing, keep their last allowed settings and pause the syncs, or delete their restricted syncs and all copies. The starting choice is to keep the last allowed settings and pause. Members can read your choice on each sync it applies to.

What each member does

Members do the day-to-day work. You do not connect their calendars for them.

1. A member connects their own accounts: Google, Outlook or Microsoft 365, iCloud or CalDAV. The member must have suitable permissions at the provider.
2. The member builds their own syncs. They choose the calendars and the direction, Mirror or Push.
3. The sync form shows the choices that your Team allows. It turns off the choices your Team does not allow, and it shows a reason next to each one. If the Team does not allow copying between the two calendars a member picked, the form says so.
4. The form also shows a line about what leaving the Team would do to that sync.

Members never see all the rules or other members' domains. They see only what applies to their own sync.

New syncs copy events as Busy. A two-way Mirror between calendars you own keeps the real titles. You can change either before you start. Team rules can limit those choices. A typical firm setup is that copies into a client calendar show only Busy. The client sees Busy, and the member keeps the details in their own calendar.

Some organizations restrict calendar apps or require an IT administrator to approve access. Check this before your rollout. Read What an IT admin needs to approve. For two related guides on the member side, read Keep your personal calendar private at work and Calendar sync for remote teams.

What the admin can and cannot see

Privacy stays per member. The admin sees what is needed to run a Team. The admin does not see the content of anyone's calendar.

The admin can see:

• Team membership and seats
• Team billing
• Team sync rules, and whether a rule change needs attention

The admin cannot see:

• Members' event titles, descriptions, guests or times
• Members' connected accounts
• How a member set up a sync

This is by design. The rules control which parts of an event cross to a copy. They do not show what members write in their events. Read more on the privacy and security page.

One bill

The company holds one subscription and gets one invoice for everyone. There are no separate cards. Every seat has the limits of Pro: up to 20 accounts, 20 syncs and 100 calendars for each member. The plans and limits page lists the caps in full.

The Team needs 5 seats at minimum. If fewer than 5 people need access, Plus or Pro usually fits better. From 11 seats each person pays less, and you can ask us for the rate.

Prices are on the pricing page. Prices on the pricing page include tax. Checkout shows the final total before you confirm.

Sending a Team request does not create a Team account and does not start a paid subscription. The founder reads your request and replies by email first. Team setup follows that reply.

Manage it with an assistant

Team admins can also manage the Team through an AI assistant. Platform MCP lets an admin read Team settings, invite members, resend or revoke invitations, and promote or remove members. It also lets an admin read the current sync rules, preview a proposed change and publish it. Ask the assistant to show the impact before you apply a policy.

The same admin checks apply as in the dashboard. Admins do not gain access to members' events.

Calendar Hub MCP is included with each active Team seat. It reaches only that person's own connected calendars. Steps to connect an assistant are in Connect an AI assistant. The MCP page lists what each server can do.