How-To Guide: Team Admin
Overview
Whose Room lets a TeamAdmin manage a team and make bookings for that team on its connected calendar. TeamAdmin is not a global account type: it is a permission within a specific team. You may be a TeamAdmin for one team, a regular Team Member in another team, and have different booking rights on each calendar.
Practical guidance compiled from the Whose Room rules.
What You Can Do And See
- Create a team and automatically become a TeamAdmin for it.
- Invite people to join your team by email, whether or not they already have an account.
- Manage team membership and contact-visibility settings for the team.
- Manage the team's visual branding by uploading an icon and choosing badge background, text, and border colors.
- Request calendar access from the relevant Building Owner or Calendar Owner.
- Accept a calendar access link sent by a Building Owner for your team.
- View all bookings on your team's connected calendar, including bookings made by other teams with access to that calendar.
- Create bookings for your team by selecting a day, room, timeslot, and, if needed, which team you are booking for.
- Edit or delete future bookings owned by your team when your team has sufficient calendar access.
- Contact TeamAdmins for another booking where visibility settings permit contact details to be shown.
- Send emails to all members of a team you administer, with those emails logged by the system.
- Upload a personal profile image from Account Settings, visible only to members of teams you share.
Understanding Your Permission
TeamAdmin permission belongs to the relationship between you and a team. It does not automatically apply to every team you belong to.
If you are TeamAdmin for two teams and both teams have access to a calendar, you can make bookings for both teams. If you are only a regular member of one of those teams, you can view that team's calendar activity but cannot edit its bookings.
Creating And Managing A Team
Any user can create a team. The creator becomes a TeamAdmin for that team.
A team has a unique active name, matched case-insensitively. Team names may use letters, numbers, spaces, underscores, and hyphens.
TeamAdmins curate team membership by inviting people and removing team members where allowed. A TeamAdmin cannot remove another TeamAdmin; disputes or unusual role changes should go to the SystemAdmin.
TeamAdmins can manage the team's badge branding. The team icon is optional and changeable. Accepted uploads are PNG, JPG, JPEG, or WebP images up to 5MB; icons are automatically resized to fit within 300×300 pixels before storage.
Uploaded icons must not be illegal, offensive, defamatory, or in breach of any copyright or other intellectual property rights. Non-compliant images may be removed and repeated or serious abuse may result in account suspension or termination.
Joining A Calendar
A team can access exactly one calendar. If the same people need to use two calendars, they need two teams.
To connect your team to a calendar, contact the Building Owner or Calendar Owner. They enter your exact team name and send an access link to your team's TeamAdmins.
A team without calendar access is a zombie team. It can exist, but it cannot participate in bookings until it gains access to a calendar.
Making And Managing Bookings
Only TeamAdmins can book rooms. To make a booking, choose a day, then a room, then a timeslot. If you administer more than one eligible team, choose which team the booking is for.
Bookings are always for exactly one defined timeslot and require a short description. Bookings keep a history of actions such as creation and deletion.
You can edit or delete future bookings for your own team, including bookings made by another TeamAdmin in that team. You cannot edit bookings owned by teams where you do not have TeamAdmin permission.
Working With Team Members
Names are visible within a user's own teams. Email addresses and mobile numbers are shown only when both the user's own settings and the team's visibility settings allow it.
TeamAdmins can configure team-level contact visibility and can use the system to contact team members. TeamAdmins who share a calendar can see other TeamAdmins for that calendar where visibility settings allow it.
Leaving Or Changing Role
You can relinquish TeamAdmin permissions only if at least one other TeamAdmin remains for the team.
If the last remaining TeamAdmin needs to delete their account, and they do not own a building or calendar, the system can assign another team member as TeamAdmin where required by the rules.
Your Profile Image
Every user, including TeamAdmins, can upload a personal profile image from their Account Settings page. This is separate from team badge branding.
Accepted formats are PNG, JPG, or WebP. The file must be no larger than 5MB. At least one side of the image must be at least 300px, and the aspect ratio must be reasonable — very narrow or very wide images are not accepted. Images are automatically resized to fit within 300×300 pixels before storage. Uploading a new image replaces the previous one immediately.
Your profile image is visible only to users who are active members of at least one team you are also an active member of. Nobody outside your shared teams can see it. It appears as a badge on team member pages.
Your profile image must not be illegal, offensive, defamatory, or in breach of any copyright or other intellectual property rights. Non-compliant images may be removed without notice. Repeated or serious abuse may result in account suspension or termination.