On a Team Plan, you can view other team members' calendars, see what's on their schedule, and take actions on their events if your permissions allow it. This article covers how to access a team member's calendar, what you'll see based on your permission level, and how to use Team views to see everyone's schedule side by side.
In this article:
- Before You Begin
- Viewing a Team Member's Calendar
- Using Team Views (1-Day and 3-Day)
- Customizing Which Team Members Appear
- Customizing Which Team Members Appear
- What You Can See and Do on a Team Member's Calendar
- How Personal Events Appear
- Filtering a Team Member's Calendar
- Viewing Team Calendars on Mobile
Before You Begin
Access to team calendars is controlled by two settings that work together: Team Member Access and Role Permissions. Both must be in place before you can see another team member's calendar.
Team Member Access determines which team members you can access. This is set per team member and can be configured as All team members, Specific team members, or Advanced. Without access to a specific team member, their calendar won't be available to you, regardless of your role permissions.
Role Permissions determine what you can do once you have access. Under Clients: Bookings, Packages, Events, there are three tiers:
- View Bookings, Packages, Events, Availability: See the team member's calendar and event details (read-only).
- Manage Bookings, Packages, Events, Availability: Reschedule events, update session details, add internal notes, and perform other calendar actions on their behalf.
- Delete Bookings, Packages, Events: Remove events from their calendar.
View is required at a minimum, to see other team members’ calendars. View must be enabled alongside either Manage or Delete. Manage and Delete can be enabled independently of each other.
📍 Note: The team account owner always has full access to every team member's calendar. These prerequisites apply to other team members (both practitioners and admin users) whose access is controlled by their assigned role.
Learn more about Managing Roles & Permissions for Team Members →
Learn more about Enabling Team Members to Perform Actions on Behalf of Others →
Viewing a Team Member's Calendar
Once you have the right access and permissions, switching to another team member's calendar takes one step.
- Go to My Schedule > My Calendar.
- Select the team member's name from the Team Member drop-down in the left navigation pane.
Their calendar loads in place of yours, showing the same view (Day, Week, Month) you were already using. To switch back, select your own name from the same drop-down.
📍 If a team member doesn't appear in the drop-down, your Team Member Access setting may not include them. Check with your team owner or Practice Admin to verify your access.
Using Team Views (1-Day and 3-Day)
When you need to see multiple team members' schedules at once, Team views display everyone's calendar side by side.
From the tab bar at the top of your calendar, select Team (1 day) or Team (3 day):
- Team 1 day shows everything scheduled for you and your team members on a single date, with each member in their own column.
- Team 3 day shows the same side-by-side layout across three consecutive days.
Customizing Which Team Members Appear
Team views respect your Team Member Access. If you only have access to specific team members, only those members' columns appear in the view.
You can further customize which columns display using the Team Members list in the left navigation pane (above Display Options). This lets you temporarily show or hide specific team members without changing your underlying access settings. There is not currently an option to customize the color-coding of team members in this view.
What You Can See and Do on a Team Member's Calendar
What's available to you on a team member's calendar depends on the permission tier enabled in your role.
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With View permission only (read-only): You can see events on their calendar, click events to preview details, and use Team views to compare schedules. You can't make changes to their events.
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With Manage permission: You can do everything in View, plus reschedule events, update session details, add internal notes, and perform other calendar actions on their behalf.
- With Delete permission: You can remove events from their calendar. Delete is a separate permission from Manage; having one does not automatically grant the other.
📍 Note: The actions available to you on a team member's calendar are scoped to their calendar and events. For a full overview of what "performing actions on behalf of" a team member includes across Practice Better, see Enabling Team Members to Perform Actions on Behalf of Others →
How Personal Events Appear
When viewing a team member's calendar, how their personal events display depends on their calendar settings and your permission level.
If the team member has enabled Hide personal event details when team members view my calendar (in their Booking & Cancellation Settings):
- Team members with read-only (View) access see personal events displayed as "Busy" blocks, with no event details visible.
- Team members with permission to create sessions and events on their behalf see full personal event details.
If the team member has not enabled this setting, personal events display with full details for anyone with calendar access.
Learn more about all the options available for Managing Your Booking & Cancellation Settings →
Filtering a Team Member's Calendar
When viewing another team member's calendar, the Display Options filters (Sessions, Cancelled Sessions, Personal Events, Birthdays, etc.) reflect your own preferences, not the team member's. Turning off an event type hides it from your view of their calendar without affecting what they see on their own screen.
On desktop: Use the Display Options section in the left navigation pane, the same way you'd filter your own calendar.
On mobile: Tap the 3 dots near the top of the calendar, then select Edit Display Options. The modal includes a team member drop-down at the top, so you can select whose calendar to view and adjust your filters in the same place.
📍 As with your own calendar, filter settings are saved separately for web and mobile. Adjustments you make on one platform don't carry over to the other.
Learn more about calendar display settings in Managing Your Calendar Options and Filtering Events in Practice Better →
Viewing Team Calendars on Mobile
The Practice Better mobile app supports viewing team member calendars.
- From your calendar, tap the 3 dots near the top-right corner and select Edit Display Options.
- In the modal that opens, use the team member drop-down at the top to select the team member whose calendar you want to view.
- Adjust any display filters as needed, then tap Update.
The Team 1-day and Team 3-day side-by-side views are desktop-only. On mobile, you view one team member's calendar at a time using the drop-down.