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About Team Features

Using team features allows you to easily connect with colleagues and project members for more efficient scheduling.

Table of Contents

Creating a Team

1. Click the space switcher button in the sidebar

1. Click the space switcher button in the sidebar

2. Click "Create New Team"

2. Click Create New Team

3. Enter the team name

The team name entered here will only be visible on the team invitation page and to team members.

3. Enter the team name

4. Team creation complete

Team creation is now complete. You become the team owner, and a team space is created. If you want to configure additional settings, please go to the team details page.

4. Team creation complete

About Team Roles and Permissions

There are three roles within a team space, each with different permissions.

Role Description
Team Member Can perform basic operations within the team space (such as scheduling with other members as participants).
Team Manager In addition to basic operations, can view all members' confirmed participant information, change member roles, and remove team members.
Team Owner Can perform all operations within the team space, including basic operations, manager operations, changing team settings, and approving team join requests.

*Manager and member roles can be changed from Team Member Management, and team owner can be changed from Team Settings.

Inviting Other Users to the Team

1. Access Team Member Management and click "Invite Members"

1. Access Team Member Management and click Invite Members

2. Copy the displayed URL

Send this URL via email or other means to the users you want to invite to the team.

2. Copy the displayed URL

3. [Invitee's action] Access the team invitation page and click "Send Join Request"

At this point, they can also configure how their schedule will be displayed to team members. For details, see How Your Schedule is Handled by Team Members.

3. [Invitee's action] Access the team invitation page and click Send Join Request

4. When you receive a join request notification as team owner, click the "Pending Approval" user in Team Member Management

Join request notifications are sent via email and mobile app push notifications.

4. When you receive a join request notification as team owner, click the Pending Approval user in Team Member Management

5. Click "Approve Join Request"

This completes the user invitation process.

5. Click Approve Join Request

How Your Schedule is Handled by Team Members

In My Schedule Sharing Settings or when applying to join a team, you can configure how your schedule will be handled when other team members designate you as a participant in their scheduling. These settings can be changed at any time.

My Schedule Sharing Settings

"How to show your events for team members" Form

You can choose whether to show or hide the details of your events on the calendar when other team members create new scheduling pages. If you choose to "See all event details", your event names will be visible to team members. If you choose to "See only free/busy (hide details)", only the time blocks of your schedule will be shown without the event names.
Note that your event names are always hidden on scheduling pages where team members have added you as a participant.

"Calendars checked for Availability" Form

Your events from the Google Calendars specified here will be shown to others. You can select multiple calendars from those synchronized with your Aitemasu account for availability checking.

"Write calendar" Form

When team members designate you as a participant, tentative holds and confirmed schedules will be written to the calendar specified here.

"Block Holidays" Form

Your calendar will be blocked from selection by others based on the holiday calendar specified here.

"Block Days which have All Day Event" Form

When turned ON, days with all-day events in your Google Calendar will be blocked from selection by others.

"Available from/to" Form

Even if your Google Calendar is empty, only times within the range specified here will be shown as available to team members.

"Set time off" Form

When turned ON, you can freely specify off-time periods such as lunch breaks, and these periods will be blocked from being scheduled.

"Holiday" Form

Days of the week specified here will be blocked as days off.

"Set available time for each day of the week" Form

You can set daily start/end times and off-time periods individually for each day of the week.

"Padding Before/After your event" Form

This adds buffer time before and after each event in your Google Calendar, blocking more time than the actual event duration when shown to others. Use this when you want to account for preparation time, breaks, or travel time between events.

"Block datetime which have Tentative event" Form

When turned ON, times with tentative holds created through Aitemasu in your Google Calendar will be shown as unavailable to others. When OFF, these times will be shown as available.

"Event name to be ignored (Partial Match)" Form

You can specify events that should be treated as available time even when they appear in your Google Calendar. You can specify up to 8 terms, separated by commas.
For example, if you enter "regular", any event with "regular" in its name will be ignored and treated as available time. Specifically, events like these would be ignored:

  • Regular Report Meeting
  • Project A Regular Meeting
  • XX Regular

"Job title" Form

The job title specified here will be displayed to team members and on scheduling pages created by team members. If not specified, the job title set in your Aitemasu account will be displayed. Use this when you want to show different job titles to different people.

Scheduling with Team Members as Participants

1. Click participant settings in the New Schedule page

Make sure you've switched to the appropriate team space first.
This form exists in both Schedule Suggestion and Available Time Display types.

1. Click participant settings in the New Schedule page

2. Click "OR" or "Add Attendee"

Click the button where you want to specify team members in the participants modal.
For more details about this feature, please see here.

2. Click OR or Add Attendee

3. Select Team Members

3. Select Team Members

4. Team members' schedules are reflected, select candidate dates from here

After clicking "Save" and closing the participants screen, team members' schedules will be displayed in the calendar according to their My Schedule sharing settings.
For Available Time Display type, specify participants and generate the scheduling page as usual.

4. Team members' schedules are reflected, select candidate dates from here

5. Display on Scheduling Page

Members specified as participants will be displayed on the scheduling page.
Only time slots where all participants' latest Google Calendar schedules are available can be selected (this varies depending on the participant combinations specified).

5. Display on Scheduling Page

6. Schedule Confirmation

After the schedule is confirmed, team members specified as participants will receive calendar invitations from the organizer's Google Calendar to their designated calendars as specified in their My Schedule sharing settings.

6. Schedule Confirmation

Remove Team Members

1. Click on the member you want to remove in Team Member Management

1. Click on the member you want to remove in Team Member Management

2. Click Remove from Team

This action can only be performed by team owners or team managers.
When removing a member from the team, the following changes will be made to settings and data related to this member:

  • ・This member will no longer have access to this team space.
  • ・If this member is specified as a participant in scheduling pages or templates created by other team members, they will be removed from those settings.
  • ・Scheduling pages and templates created by this member in the team space will be deleted.

*Information about confirmed schedules related to this member will remain in the team space without being deleted.

2. Click Remove from Team

Leave a Team You're Participating In

1. Click your name in Team Member Management

1. Click your name in Team Member Management

2. Click "Leave Team"

When you leave the team, the following changes will be made to settings and data related to this team space:

  • ・You will no longer have access to this team space.
  • ・If you are specified as a proxy organizer or attendee in scheduling pages or templates created by other team members, you will be removed from those settings.
  • ・Scheduling pages and templates you created in the team space will be deleted.

Team owners cannot perform this action. If a team owner wants to leave the team, they must first change the team owner.

2. Click Leave Team

Change Team Owner

1. Click "Team Settings" in Settings

1. Click Team Settings in Settings

2. Click the Team Owner Form

Change the owner and click "Save" to complete the change.

2. Click the Team Owner Form