Team Calendar

Introduction

Team Calendar gives managers a shared view of their team's schedule, meeting load, and recording coverage, without opening each person's calendar separately.

This article covers who can open it, how to navigate and filter it, how to read recording status, and how private meetings are handled.

Who Has Access

Team Calendar is available to Managers and Owners when the feature is enabled for your workspace. Users cannot open the page. See Roles & Permissions.

Managers start out seeing the teams they manage. Both Managers and Owners can use Filter by team or People to view other active teams and team members in the workspace.

If you do not see Team Calendar in the top navigation, check your AskElephant role first, then ask your Owner or your AskElephant contact whether the feature is enabled for your workspace.

Navigating and Filtering the Calendar

Use the arrow buttons to move between dates, or select Today to return to the current date.

A team view shows one day with a lane for each person. Select one person, or click their name, to switch between their Day and Week views.

The controls let you:

Select one or more teams
Narrow the view to specific people, including people outside the selected team
Show all meetings, Recorded / will record, or Not recorded
Turn on Customer meetings to hide internal meetings
Dismiss a person's lane with ×, then restore it with Show hidden people

Your date, team, people, and meeting filters are saved in the page URL, so returning to that link restores the same view.

Where your role permits it, you can also edit a team's manager and members from the team filter.

Reading Meeting and Recording Status

Each block shows when a meeting happens and whether it is internal or customer-facing. The colored left edge and the camera icon tell you whether it is Recorded, Will record, or Not recorded. The summary above the calendar counts internal and external meetings for the people currently shown.

ℹ️ Note. The Not recorded filter and count cover external meetings only. An unrecorded internal meeting is not treated as a recording miss.

Long events such as out-of-office blocks start collapsed so they do not cover the rest of the day.

Select a meeting to review its time, owner, recording status, company, participants, and client timeline. Where available, you can also:

Open the meeting
Open its CRM record
Choose Chat about this meeting
Choose View in Claude, which opens the same date and team scope in Claude. The AskElephant connector must already be configured.

How Privacy Is Handled

AskElephant respects the privacy setting from the connected calendar provider. If an event is marked private, only its organizer and invited attendees can see its details in Team Calendar.

Other Managers and Owners see a time block labeled Private, so they can still understand availability. AskElephant withholds the meeting title, company, participants, and summary, and removes the links to the meeting, Chat, and client timeline.

This redaction happens before the data reaches the browser. Sharing a Team Calendar URL does not grant anyone additional access.

Troubleshooting

Most surprises on this page come from a filter that is still applied, or from a meeting that is private rather than missing. Open the symptom that matches what you are seeing.

Team Calendar is not in your top navigation.

Two things gate it: your role, and whether the feature is switched on for your workspace. Users cannot open the page at all. If you are a Manager or an Owner and still cannot see it, the feature is most likely not enabled yet, which your Owner or your AskElephant contact can confirm for you.

A person's lane is empty.

Usually this just means they had no meetings matching your current view on that date, which is a normal thing to see rather than a sign that their calendar has stopped syncing. Before you assume the worst, check your recording filter. Setting it to Not recorded will empty the lane of someone whose whole day was recorded.

Meetings you expected are missing.

Work through the filters in order: the team filter, the people filter, the recording filter, and Customer meetings, which hides internal meetings while it is on. Then check whether you dismissed that person's lane earlier with ×. Hidden lanes stay hidden until you select Show hidden people. One more thing to keep in mind: filters live in the page URL, so a link a colleague sent you opens with their filters applied rather than yours.

A meeting shows as Private with no details.

This is deliberate, and it is not a permissions problem you can fix from your side. The event is marked private in the connected calendar, so only its organizer and invited attendees can see the details. You still get the time block so you can read availability. The How Privacy Is Handled section above explains exactly what is withheld.

Some meetings never appear, whatever you try.

Team Calendar shows up to 200 matching meetings at a time, and nothing on screen tells you when you have gone past that. This is a display limit rather than anything missing from your data. Narrow the team or people filters and the rest come into range.

A calendar or team-loading error appears.

Select Retry. These are usually momentary. If the same error keeps returning, it is worth reporting to us rather than retrying indefinitely.

A recent calendar change is not showing yet.

Team Calendar reflects your connected calendar provider, and changes take a short time to come through after that provider syncs. If someone moved a meeting a moment ago, give it a little time before treating it as a fault.

Still stuck? Reach out using the options below. It helps to say which date and which team you were looking at, and what you expected to see.

Need More Help?

Reach the AskElephant support team by:

clicking the Support tab on the right side of your screen,
emailing [email protected],
or using @askelephant support in your dedicated Slack channel.