Team Outlook Calendar
Everything to know about the team calendar - Including which automations to use, when, and a comprehensive list of all of our automation by category.
The Team Calendar
The Team Calendar is built for teams that need a shared scheduling system and centralized management. Unlike the Personal Calendar, authentication is handled through a Connection Center, where all calendar connections are managed in one place.
Main Benefits vs. Personal Calendar
- Centralized Management & One-Time Authentication – Each team member authenticates once, and all connections are managed in one place through the Connection Center. Once set up, anyone configuring automation can apply it to the entire team without requiring individual authentications or multiple setups.
- Simplified Setup – Instead of creating separate automations per person, a single automation works for the entire team.
- Flexible Event Reassignment – Events can be reassigned between team members without creating duplicates or leaving outdated events in the wrong calendar.
- Smart Assignment Logic – Automations can assign events based on workload, availability, or custom rules, ensuring better distribution of tasks.
- Supports monday.com native teams
- Easier Maintenance – If team roles change, updating calendar assignments is seamless without reconfiguring multiple automations.
Use Cases
Ideal for scaling teams – Perfect for sales teams, field service operations, and support teams that need dynamic scheduling and event distribution.
- A sales team that automatically assigns and schedules meetings when leads come in.
- A support team that books customer calls based on ticket priority.
- A field service team that needs to coordinate job assignments based on technician availability.
Setting Up Your Team Calendar
Team Calendar Overview & Logic
Team Automations & What to use?
When Should I Use Each Calendar - Personal vs. Team
Choosing between the Personal Calendar and the Team Calendar depends on the use case you're managing.
Best for
Individuals managing their own schedules
Teams coordinating schedules across multiple members
How it Works
Each person connects their own calendar via automation
A centralized setup manages calendar connections for the whole team
Use Cases
Solo task tracking, consultants, freelancers, personal planning
Sales teams, field service teams, support teams handling distributed tasks
Where Authentication Happens
Inside each automation setup
Managed centrally in the Connection Center
Who Needs to Authenticate
Each user must authenticate individually for every automation
Each user authenticates once, and assignment is automatically done via one automation
Setup Process
Requires a separate automation for each person
One-time setup, flexible event reassignment
Can Events Move Between Calendars?
No – If an event is reassigned to a new person, a new event is created, but the old one remains
No – If an event is reassigned to a new person, a new event is created, but the old one remains
Yes – Events can be reassigned dynamically
Yes – Events can be reassigned dynamicallySmart Assignment Logic
Not supported
Not supported Supported – Automations can assign events based on workload, availability, or custom rules
Supported – Automations can assign events based on workload, availability, or custom rules
Let's Continue, Troubleshooting & FAQ