Calendar Sync for Remote Teams

In a distributed team, the calendar is how people find out whether you're available. That breaks down when the team is spread across Google Workspace, Microsoft 365, and personal accounts, because no single calendar shows when everyone is actually busy.

AllMyMeetings syncs calendars across Google, Outlook, and iCloud, so each person's work calendar reflects their real availability. Members can set up their own syncs, or a team admin can set them up for everyone on a team plan.

The remote team calendar problem

When everyone is on one Microsoft 365 or Google Workspace tenant, availability lives in one system. Distributed teams rarely look like that.

Different providers, no shared visibility

A typical distributed team might include employees on the company's Google Workspace, contractors on their own Outlook accounts, and people who keep personal commitments in Gmail or iCloud. A coworker checking availability only sees the calendar on their side, so personal appointments and client meetings on other calendars are invisible.

Time zones make mistakes costlier

When a team spans time zones, the window of overlapping working hours is small. Booking over someone's personal appointment in that window means another round of back-and-forth to find a new slot.

How AllMyMeetings helps teams

Admin-managed syncs, with each member's approval

On a team plan, an admin can set up syncs between members' connected calendars and choose the direction and privacy mode for each one. A sync that uses a member's calendar starts only after that member approves it, by email or on their Sync page. Members can pause it at any time, and any change the admin makes needs their approval again. Members connect their own Google, Outlook, or iCloud accounts; nobody connects someone else's.

Typical team syncs:

• Each member's personal calendar to their work calendar, in Free/Busy mode, so personal details stay private
• A contractor's Outlook calendar to their company Google Workspace calendar, so coworkers see them as busy
• Calendars on different providers kept in step for someone who works in both

Members can also keep creating their own syncs, which count toward the team's shared allowance.

One bill for the team

The team owner pays for the whole team, one seat per member. Seats follow the member count automatically as people join or leave, and removing a member stops the team syncs on their calendars.

Scheduling pages for each person

Each team member can create their own scheduling pages for clients, candidates and partners. A scheduling page belongs to one person and checks the calendars they choose from their own connected accounts. AllMyMeetings doesn't offer team-wide, round-robin, or combined-availability booking pages.

Event history for troubleshooting

When someone reports a missing or unexpected event, AllMyMeetings shows which calendar and which sync created it, and what happened to it.

Example: setting up a 10-person team

1. Create the team. The team lead signs up at allmymeetings.com, creates a team, and picks Team Pro (up to 10 members). Team plans start with a 14-day free trial.
2. Invite members. Each person accepts the invitation and connects their own calendar accounts: work, personal, and any client calendars.
3. Set up team syncs. The admin creates syncs between members' calendars, usually personal to work in Free/Busy mode. Each member gets an email asking them to approve the sync on their calendar.
4. Add scheduling pages. Members who take outside bookings, such as a manager's "1:1" page or a recruiter's interview page, set up their own scheduling pages.
5. Check and adjust. Use the event history to confirm syncs are working, and change privacy modes or directions as needed (members approve changes).

Privacy in a team context

Not every member needs to see the details of every other member's schedule. Each sync pair has its own privacy mode:

• Free/Busy copies a "Busy" block with no title or details. A manager sees that someone is busy from 2-3 PM, not that it's a doctor's appointment. This is the right default for personal-to-work syncs.
• Full details copies the title, description and location. Use it for calendars where full context is helpful, such as a shared project calendar.
• Private copies a "Busy (Private)" block marked private on the destination.

In every mode, attendees are never copied, so synced copies never send invitations to anyone.

For team admins: security and data processing

Before rolling AllMyMeetings out to a team, review the security overview for how calendar access and stored data are handled, and the Data Processing Agreement if your organization needs one. Disconnecting an account removes the copies it created and deletes its stored data.

Pricing for teams

Team plans start with a 14-day free trial, and the team owner pays for every seat. A small team that doesn't need admin-managed syncs can also have each person on their own plan: Starter is free, Pro is $5/month and Business is $15/month. Compare plans.

Getting started with team sync

1. Sign up for AllMyMeetings
2. Create your team and choose Team Pro or Team Business
3. Invite members to connect their calendar accounts
4. Set up team syncs; members approve the ones on their calendars
5. Have members create their own scheduling pages if they take outside bookings

Start your team on AllMyMeetings and make every member's work calendar show when they're really busy, whichever provider they use.