Team groups and permissions

A group is a set of things people on a team are allowed to do. You make groups on the Groups tab of People & Team. Only someone allowed to edit groups can change them. If Owner, Admin, Managed and Sponsored are new words, read Team members: Owner, Admin, Managed and Sponsored first.

Everyone and Admins

Every team starts with two groups, and neither can be deleted or renamed.

Everyone has every member of the team in it, and nobody can be taken out of it. It starts with the things people do with GetCalendario itself switched on: creating syncs, sharing Calendar Views, using AI assistants, setting up backups and having secondary accounts. It starts with nothing from running the team.

Admins starts with everything about running the team (inviting, removing, domains, policies, groups, the activity log and so on) except two things that are handed out on purpose: managing billing, and (later) managing single sign-on. It is empty until the Owner adds someone, and Home reminds an Owner with no Admins to add one.

The Owner is not in any group. The Owner can do everything.

Making a group

On the Groups tab, choose New group…, give it a name (up to 60 characters; "Everyone" and "Admins" are taken), tick what it can do and choose who is in it. A Finance group with only Manage billing is a typical one. (Single sign-on and invoices will get their own abilities when those screens arrive; they are not in the list yet.) You can change a group's abilities and members later, and delete a custom group. Deleting one takes its abilities away from people who had them only through it.

Abilities add up

A person can be in as many groups as you like, and what they can do is everything any of their groups allows, plus Everyone. There are no "deny" settings, so "why can't Dana do this?" always has the same answer: none of Dana's groups allows it.

You can only give what you have

Three rules stop anyone from handing out more power than they hold:

1. You can only give an ability you hold yourself.
2. You can only edit a group if you hold everything it gives, both before and after your change. That includes Admins. Everyone in Admins holds everything Admins gives, so any Admin can add people to Admins or take another Admin out of it, and the Owner can always put them back. Someone with a smaller group, like a Finance group, cannot edit Admins.
3. You can only remove or release someone from the team if you hold every ability they have. This is a different test from editing Admins: it compares you with that one person. You can never remove or release the Owner, or yourself this way.

When rule 1 or 2 stops you, the screen says so in words and the ability stays greyed out. Rule 3 hides the Remove and Release buttons instead.

Taking something away

Some abilities are about using GetCalendario rather than running the team. If you take one away from people who are already using it, you first see a preview: names and counts, never calendar contents. Then choose Now or In 14 days. Those affected are emailed, and during the 14 days they can sort things out themselves. Nothing changes before then.

What stops for each ability:

• Share Calendar Views inside the team: links that go to a teammate (their sign-in address) or to an address at one of the team's verified domains stop working.
• Share Calendar Views outside the team: shares to any other address stop.
• Use AI assistants: every AI assistant the person has connected is signed out.
• Set up backups: nightly backups are switched off. Backups already made stay as they are, and a person's own storage stays connected. The old "on our servers, not locked" option is no longer offered, so someone who used it chooses one of the current options when the ability is given back.
• Have secondary accounts: this only matters when the team's No secondaries policy is on. While it is on, nobody has secondary accounts except people in a group that gives this ability: that is how you let some people keep them. Take the ability from such a group and its people get the policy's own countdown. See Team policies.
• Create syncs: only new syncs are stopped. Existing syncs keep running.

Giving an ability back does not switch things back on. A share that stopped stays stopped, and an assistant has to be connected again. The person turns them on again themselves.

Household secondaries follow the person they belong to: their shares, assistants and backups count with that person's, and stop with them.

While a team is still Forming (before its trial starts), groups save straight away and nothing is stopped or counted down. Anyone affected gets their own 14 days when the trial starts.

If a person is not allowed to do something, the button still works, and when they try it a message explains that their team does not allow it.

What groups can't do

• Give a feature the plan doesn't have. Groups only narrow what the team's plan allows; they never widen it.
• Close the team or hand it to someone else. Those two belong to the Owner alone and cannot be given to any group.

Groups on invitations and lists

When you invite someone you can put them in groups straight away. The picker lists only groups you are allowed to edit (never Everyone), and appears when you can both invite people and edit groups.

In an invitation list, add a header row with a groups column and separate several groups in one cell with |:

email,name,groups
dana@example.com,Dana,Finance|Support
sam@example.com,Sam,

A list can only name groups you may edit; a row naming any other group, or a group that doesn't exist, is skipped and reported in the summary. If an invitation is sent again from a new link or by someone else, it carries only the groups that sender chose: groups from the earlier invitation are never kept. A plain reminder of the same invitation keeps its groups.