How-To Guide: Team Member
Overview
Whose Room lets a Team Member see the calendars available to their team and understand who has booked which room and timeslot. Team Members can use the app to view schedules, filter calendar information, manage their account and contact preferences, and download calendar information where available. Booking changes are handled by TeamAdmins.
Practical guidance compiled from the Whose Room rules.
What You Can Do And See
- Create and verify an account, or join through an invite link sent by a TeamAdmin.
- See teams you belong to and calendars that those teams can access.
- View all bookings made by all teams within each calendar visible to your team.
- Filter calendar views to focus on a specific team.
- Open month, week, and day views of visible calendars.
- Open booking details to see the team, timeslot, who booked it, and when it was booked.
- View TeamAdmin contact details where the relevant user and team visibility settings allow it.
- Download a PDF of a visible calendar for a selected timeframe of up to one year where that option is available.
- Manage account settings including display name, password, contact-sharing preferences, and profile image.
- Upload a personal profile image visible only to members of teams you share membership with.
- Leave a team or request account deletion, subject to the system's ownership and role rules.
Getting Access
You can sign up yourself and verify your email address. Until you join a team, your account is isolated and cannot see booking content.
You can also join through a team invite link. If you already have an account, the link adds you to the team. If you do not, you create and verify an account first, then the system adds you to the invited team.
Viewing Calendars
A Team Member can see calendars for teams they belong to when those teams have calendar access. Calendar content is private and is not visible to the public.
Users in teams with access can see all bookings made by all teams within that calendar. This shared visibility helps everyone avoid clashes when using the same rooms.
Calendar views include month, week, and day. Month views summarise availability; week and day views show rooms, timeslots, and bookings in more detail.
Outside compact calendar grids, teams may appear as branded badges with an optional icon and team-specific colors chosen by that team's TeamAdmins.
Understanding Bookings
A booking reserves one room for one timeslot on behalf of one team. Booking details include the team, timeslot, when it was booked, and who booked it.
Team Members can view bookings but cannot create, edit, or delete bookings unless they also have TeamAdmin permissions for the team that owns the booking.
If you need a timeslot that is already booked, use the visible TeamAdmin contact details where available, or ask your own TeamAdmin to handle the request.
Contact Details And Privacy
Your name is visible to users in your own teams. Your email address and mobile number are shown only when your own settings allow sharing and the relevant team settings permit that type of visibility.
No one outside your teams can search for you or see your personal information through the normal app. You can review your contact visibility from account settings.
Account And Team Choices
You can change your display name and contact-sharing preferences from your Account Settings page.
You can leave a team. If the last remaining member leaves, the team is unwound according to the deletion rules. If you ask to delete your account, the system must first resolve any building ownership or last-TeamAdmin responsibilities.
Your Profile Image
You can upload a personal profile image from your Account Settings page. This image appears as a badge next to your name on team member pages so that teammates can recognise you.
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 — that is, people you genuinely share a team with. Nobody outside your shared teams can see your profile image, and it is not visible to the public.
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.