Your team and your calendar

Your business is one shared workspace. Everyone on your team sees the same appointments, customers, inbox and messages.

• The calendar is connected once, for the whole business.
• Each person has their own login: their own email, password and two-step sign-in. Never share one login.

The calendar and the people are two separate things. The next two sections show how.

One owner or admin connects it in Settings → Calendar, with Connect Google Calendar. They sign in with the Google account that holds the appointments calendar and choose the calendar.

• Nobody else connects it. The other people sign in to ConfirmCue and the same appointments are already there.
• If you want to watch more than one calendar, choose them all in the same step (Choose calendars).
• Choose your calendar at the start and keep it. If you must change it later, write to us first.

How to type the appointments: How to type appointments in your calendar.

These are not the same thing. This is what confuses most people.

• The Google account is where your appointments live. ConfirmCue connects to it once.
• The ConfirmCue logins are the people who use the app. Each one is made by an invitation.

A ConfirmCue login is only an email and a password. There is no “Sign in with Google”. So a person’s ConfirmCue email does not have to be a Google account.

• A person who only uses ConfirmCue needs no access to your Google calendar.
• A person who types events in Google Calendar needs access to that calendar, and nothing else. See below.

1. An owner opens Settings → Team, chooses Invite someone, types the person’s email, picks a role, and chooses Send invitation.
2. The person opens the email. The link works for 7 days, and only for that email address.
3. No account yet? They choose Create your account (their email is filled in), confirm their email, then choose Accept invitation. Already have an account? They choose I already have an account, sign in, then Accept invitation.

• They do not set up the business again. The setup is done once, by the person who made the business. A new person goes straight to the dashboard.
• Owners turn on two-step sign-in the first time they open the app: an authenticator app on their phone, and backup codes kept safe. Admins and staff can turn it on in Your account.
• Then each person sets their own things: their name, and their alerts (below).

Do not let a new person sign up alone and choose “Create business”. That makes a second, empty business with its own calendar, texting number and plan. They must use the invitation. Made one by mistake? Its owner can close it in Settings → Your data.

• Owner: Everything, including billing. Must use two-step sign-in. For the people who decide about money and the business.
• Admin: Everything except billing and managing owners. For an office manager who runs the settings. Admins connect the calendar, change messages and invite admins and staff.
• Staff: Appointments, customers and replies. Cannot change settings or the team. For people who book appointments and answer customers.

Only an owner invites another owner or changes the plan. A person who only types events in the calendar does not need a ConfirmCue login.

• Alerts are each person’s own. They choose them in Settings → Replies and alerts: email, texts to their own phone (confirmed with a code), and the daily lists. Until they change it, owners and admins get alert emails and tomorrow’s not-confirmed list at 3 PM. Staff get nothing until they turn it on.
• Important emails go to owners and admins: texting approved or not, free days ending, payment problems, a calendar that lost its access. The monthly report goes to owners.
• The inbox is shared. Every customer text and answer is there for the whole team. Agree who answers.
• Billing is for owners. Only an owner chooses the plan and pays. Admins can read it.
• In test mode only the people you choose get the test messages (Settings → Test mode and pause). Customers get nothing.

If other people type events with their own Google accounts, the owner of the calendar shares it with each of them. They keep their own Google login and their own ConfirmCue login.

1. In Google Calendar, next to the calendar, choose the three dots, then Settings and sharing, then Share with specific people or groups.
2. Choose Add people and groups and type their Google email.
3. Choose the permission Make changes and see all event details. The others do not work: “See only free/busy” and “See event details” only read, and “Make changes and manage sharing” gives more than needed.
4. The person gets an email, “Accept your invitation to join shared calendar”. They choose Join shared calendar, and the calendar appears under My calendars.

They add events from their usual Google Calendar and choose the business calendar in the event’s calendar drop-down. Events in an older calendar are not moved and not read.

ConfirmCue writes the answer marks (✅ and the others) into event titles. If the calendar belongs to someone else, the connected account needs the same permission. Google Workspace can block sharing outside the company (Google says “Your organization might limit how you can share your calendar”). Then your Workspace admin must allow it.

Two events for the same customer at the same time are safe: there is one appointment for a customer and a start time, and a message never goes out twice.

You can connect the Google account you already use. It is simplest. But if that account belongs to one person and they leave, the connection stops. Owners and admins get an email, and someone connects again.

A safer way is a Google account that belongs to the business, such as calendar@yourbusiness.com. It is an ordinary Google user, not a special kind of account. Google’s screens change from time to time: look for the words, not the place.

Google Workspace (email at your own company address). This usually uses one paid license: check your plan.

1. Your Workspace admin goes to admin.google.com, then Directory, Users, Add new user. Type a first name, a last name and the primary email, for example calendar@yourbusiness.com.
2. The Secondary email address is optional. It must be outside all of your company’s own domains: an address on your own domain gives “Email address must be outside of all the managed domains”. Leave it empty if you have no outside address. Google sends its welcome email to the admin’s inbox.
3. Do not choose Sign in in that email in your normal browser window: it is signed in as the admin and Google mixes up the two accounts. Right-click the button, copy the link, and open it in a private window. The link works for 48 hours. Set a long password and keep it in a password manager.
4. If Google says “Couldn’t sign you in: Your sign-in settings don’t meet your organization’s 2-Step Verification policy”, your company requires 2-Step Verification and the new user has not set it up yet. As the admin, open Security, Authentication, 2-step verification, choose the organization, and set New user enrollment period (for example 1 week). Check that Methods allows an authenticator app or phone codes, not “Only security key”. Save, wait 2 to 5 minutes, and try again. The new user then sets up 2-Step Verification with a phone. Do not turn it off for the whole company.

Ordinary Gmail: make a free Gmail address for the business, for example yourbusinesscalendar@gmail.com, and keep its password in a password manager.

Then use the account’s own main calendar. Every Google account already has one, named after the account’s display name. You do not need to make a new one, and you can ignore the “Booking pages” item Google adds. Share the calendar with the people who type events (above).

To connect it, open Settings → Calendar, choose Connect Google Calendar, and sign in as the business account in a private window. Google may ask for the 2-Step code from that account’s phone. Then choose the calendar. The list shows only calendars that account can change.

Decide this at the start. Connect, or switch accounts, only at the start, not in the middle of using ConfirmCue. We have not tried what happens to appointments already in the app when a different Google account is connected later, so write to us first.

• An owner or admin removes them in Settings → Team. They cannot sign in to your business any more.
• If they connected the calendar with their own Google account, connect it again with another account in Settings → Calendar. A Google account for the business (above) avoids this.
• If they typed events, also remove them from the calendar’s sharing in Google.

A business that has separate calendars, texting numbers and plans is two businesses, not one business with two owners. Each business has its own setup. A person can belong to more than one business and switch between them at the top of the menu.