Back to Help Centre

Team Collaboration

Work together with teams, assign tasks, share calendars, and track team progress.

By Byte Size Labs · Updated 13 April 2026

Team Collaboration Overview

Chronos Calendar's team features enable groups to collaborate effectively. Create teams, invite members, assign tasks, and get a unified view of everyone's schedule.

Key Team Features:

  • Create multiple teams (workspaces)
  • Invite team members via email
  • Assign tasks to specific team members
  • View shared team calendars
  • Track team capacity and workload
  • Team analytics and productivity insights
  • Role-based permissions (Owner, Admin, Member)

Creating a Team

Step-by-Step Guide

  1. Navigate to Teams

    Look for a "Teams" link in your main navigation or settings menu

  2. Click "Create Team"

    Find and click the "New Team" or "Create Team" button

  3. Enter team details
    • Team Name: A clear, descriptive name (e.g., "Marketing Team", "Project Alpha")
    • Description: (Optional) What the team is for or its purpose
  4. Save

    Click "Create" or "Save" - you're now the team owner!

Success! As the team owner, you automatically have full permissions to manage the team, invite members, and assign tasks.

Understanding Team Roles

Teams have three permission levels to control who can do what:

Owner

Highest Access

The person who created the team. Full control over everything.

Can:

  • Delete the entire team
  • Change team name and settings
  • Invite and remove members
  • Assign and change member roles
  • Create and assign team tasks
  • View all team data and analytics

Admin

Management Access

Trusted team managers who help run the team.

Can:

  • Invite and remove members
  • Update member roles (except Owner)
  • Create and assign team tasks
  • View all team data and analytics

Cannot:

  • Delete the team
  • Change the owner

Member

Standard Access

Regular team members who work on tasks.

Can:

  • View team calendar and members
  • Create team tasks
  • Complete tasks assigned to them
  • View their own analytics

Cannot:

  • Invite or remove members
  • Change roles or team settings
  • Delete the team

Inviting Team Members

How to Invite Someone

  1. Open your team

    Go to Teams and select the team you want to invite someone to

  2. Click "Invite Member"

    Look for an "Invite" button or link

  3. Enter their email address

    Type the email address of the person you want to invite

  4. Choose their role

    Select whether they should be an Admin or Member (you'll remain Owner)

  5. Send invitation

    Click "Send Invite" - they'll receive an email with an invitation link

About Invitations:
  • Invitations expire after 24 hours
  • Recipients must have (or create) a Chronos Calendar account
  • You can view pending invitations in your team settings
  • Invitations can be cancelled before they're accepted

Accepting an Invitation (For Recipients)

  1. Check your email for an invitation from Chronos Calendar
  2. Click the "Accept Invitation" button in the email
  3. You'll be redirected to Chronos Calendar
  4. If you don't have an account, you'll need to sign up first
  5. Once logged in, confirm you want to join the team
  6. You're now a team member!

Assigning Tasks to Team Members

Once you have team members, you can assign tasks to specific people:

Creating a Team Task

  1. Create a new task

    Follow the normal task creation process

  2. Select the team

    Look for a "Team" dropdown and select which team this task belongs to

  3. Assign to a team member

    Choose who should work on this task from the "Assign to" dropdown

  4. Fill in task details

    Add title, description, due date, priority, etc. as normal

  5. Save

    The task will appear in the assigned person's calendar

Task Assignment Notes:
  • Assigned tasks appear in the member's personal calendar
  • The AI scheduler respects the assignee's availability
  • Team members can reassign tasks if they have permission
  • You can leave tasks unassigned for anyone on the team to pick up

Viewing the Team Calendar

The team calendar shows all team members' schedules in one view, making it easy to see who's available and coordinate work.

Accessing Team Calendar

  1. Navigate to your team's page
  2. Look for a "Team Calendar" tab or link
  3. You'll see an aggregated view of all team members' schedules

Team Calendar Features

  • Colour-coded by member:Each team member's tasks appear in a different colour
  • Filter by member:Show or hide specific team members' calendars
  • See availability: Identify when team members are free or busy
  • Find meeting times: Spot time slots when everyone is available
  • Avoid conflicts: See scheduling conflicts across the team

Team Analytics & Insights

Track your team's productivity, workload distribution, and identify potential issues before they become problems.

Available Team Metrics

Team Members

Total count of active team members

Workload Distribution

See how many tasks each member has and their total workload in hours

Task Completion Rates

Track which members are completing tasks on time and which might need support

Capacity Warnings

Identify overloaded or underutilised team members

Access team analytics from your team's page under the "Analytics" or "Insights" tab. Learn more in the Analytics guide.

Managing Team Members

Changing a Member's Role

(Owner and Admin only)

  1. Go to your team's Members page
  2. Find the member whose role you want to change
  3. Click "Edit" or the settings icon next to their name
  4. Select their new role (Admin or Member)
  5. Save changes

Removing a Team Member

(Owner and Admin only)

  1. Go to your team's Members page
  2. Find the member you want to remove
  3. Click "Remove" or the delete icon
  4. Confirm the removal
  5. They'll lose access to team tasks and calendar

Note: Tasks assigned to removed members remain in the system but become unassigned. Reassign them to another team member.

Leaving a Team

(Any member can leave)

  1. Go to the team you want to leave
  2. Look for a "Leave Team" button (usually in settings)
  3. Confirm you want to leave
  4. You'll lose access to team resources

Important: Team owners cannot leave their own team. You must transfer ownership or delete the team first.

Best Practices for Team Collaboration

  • Set clear team names

    Use descriptive names that make it obvious what each team is for

  • Assign roles appropriately

    Only give Admin rights to people who need to manage the team

  • Balance workloads

    Use team analytics to ensure work is distributed fairly

  • Communicate assignment expectations

    Use task descriptions to provide context and requirements

  • Review team calendar regularly

    Check for scheduling conflicts and availability gaps

  • Respect member availability

    Don't assign tasks outside of team members' working hours

Need more help? Contact support or return to help centre