Configure collective availability

Collective availability ensures the assistant checks every team member’s calendar before suggesting meeting times. Only slots where all members are free are offered. This guide covers creating a Collective team, understanding the “Apply to all meetings” toggle, and common scenarios.

When to use Collective mode

Collective mode is a good fit when:

• Co-founders or executives always take external meetings together
• One person has multiple SkipUp accounts across different email providers and needs all calendars checked to avoid double-booking
• A small group shares a responsibility (e.g., two account managers co-own a client relationship)

If you need to rotate meetings across members instead, see Set up a sales team.

Create a Collective team

1. Go to Settings > Teams
2. Click New Team
3. Enter a name (e.g., “Founders”) and an optional description
4. Add the members who should be included in collective availability
5. Click Create team
6. In the team drawer, under Team availability, select Collective

Note

New teams default to Round Robin mode. You need to switch to Collective in the team drawer after creating the team.

How collective availability works

When someone emails the team address, the assistant gathers free/busy data from every member’s connected calendars. It only suggests times where all members are simultaneously available.

For example, if your “Founders” team has Alice and Bob:

• Alice is free 9 AM–12 PM and 2 PM–5 PM
• Bob is free 10 AM–1 PM and 3 PM–5 PM
• The assistant suggests 10 AM–12 PM and 3 PM–5 PM (the overlap)

The more members on the team, the narrower the available windows — so Collective teams work best with small groups.

Caution

Every member of a Collective team must have a connected calendar. If a member hasn’t connected their calendar, the assistant treats them as unavailable for the entire scheduling window, which blocks all time slots for the team.

The “Apply to all meetings” toggle

By default, collective availability only applies when someone emails the team email address. The toggle changes this:

Setting	Behavior
Off (default)	Collective availability applies only to meetings routed through the team email
On	Collective availability applies to all scheduling for every member — even their individual meetings

To enable it:

1. Open the team drawer
2. Make sure Collective is selected as the availability mode
3. Turn on Apply to all meetings

When to turn it on

The main use case is the multi-calendar person. If someone has multiple SkipUp accounts (e.g., work email, personal email, consulting email), you can group them in a Collective team and enable “Apply to all meetings.” Now any meeting scheduled with any of their accounts checks all their calendars — no more double-bookings across inboxes.

When to leave it off

For co-founder or exec teams, you usually want collective availability only when someone contacts the team address. When Alice schedules her own 1:1s, she doesn’t need Bob’s calendar checked. Leave the toggle off in this case.

Example scenarios

Co-founders meeting investors together

1. Create a team called “Founders” with Alice and Bob
2. Set the mode to Collective
3. Leave Apply to all meetings off
4. Share the team email (e.g., [email protected]) with investors
5. When an investor emails that address, the assistant finds times when both Alice and Bob are free

Alice and Bob’s individual scheduling continues to work normally — only team-routed meetings require both to be available.

Avoiding double-bookings across accounts

Matt has three SkipUp accounts: [email protected], [email protected], and [email protected]. He keeps getting double-booked because each account only sees its own calendar.

1. Create a team called “Matt” with all three accounts
2. Set the mode to Collective
3. Turn on Apply to all meetings

Now any meeting scheduled through any of Matt’s accounts checks all three calendars before suggesting times.

Need help?

If you’re having trouble with collective availability, email [email protected].