What happens to booking links when someone leaves the team

A booking link spreads further than the person who made it. It sits in email signatures, proposals, old newsletters and the "Book a call" button on your website. When that person leaves, a link tied to their account can break, or keep booking meetings into a calendar nobody watches. Here's exactly what Cal Clear does instead, step by step.

Leaving and being removed

There are two ways someone leaves a Cal Clear team:

• They leave. Any member can leave the team from the team page. An admin can too, but only if the team has another admin; the last admin has to promote someone first, or delete the team.
• An admin removes them. The removed person's links go to the admin who removed them.

Either way, the same steps follow, in this order.

1. Their booking links move to an admin

Every booking link the person owned is handed to an admin: the admin who removed them, or another admin on the team if they left on their own. Nothing is copied; the link itself changes owner, with its duration, working hours, buffers and other settings intact.

If the admin already has a link with the same name, the moved link gets a number on the end of its name in the address (for example intro-call-2) so the two don't collide.

2. Upcoming bookings come with them

Bookings belong to the link they were made through, so the person's upcoming bookings move to the admin along with the links. The admin can see who booked and when, and decide what to do with each meeting.

3. Old booking URLs keep working

A Cal Clear booking address includes the first part of the owner's email address, so a moved link would normally get a new address. Cal Clear keeps the old address as an alias that points to the same link. Anyone who clicks the old URL in a signature or a proposal from last year still lands on a working booking page, now booking time with the admin.

4. The links point to the admin's calendar, and ask to be confirmed

A link that keeps booking into a departed person's calendar is worse than a broken one: guests think they have a meeting and nobody shows up. So moved links are pointed at the admin's default calendar and flagged for confirmation. The admin's dashboard shows a "Links moved to you" notice listing them; opening each one and saving it confirms which calendar it books into.

5. Their account and personal data are deleted

Once the links are safely moved, the departing person's Cal Clear account and personal data are deleted, and Cal Clear's access to their Google account is revoked. We don't keep dormant accounts of people who have left a team.

One thing Cal Clear doesn't touch: events that were already created on the person's own Google calendar stay there. Cal Clear doesn't go into their calendar to delete them.

What guests see

From the outside, very little changes. Someone who clicks an old link sees a normal booking page with the same meeting name, length and description as before, offering times when the admin is free. If they book, the meeting lands in the calendar the link now points at.

That's why the calendar confirmation in step 4 matters. Until the admin confirms it, moved links book into the admin's default calendar, which is a safe default but may not be the calendar they use for client work. It takes a minute per link to fix.

Before someone leaves

If you know a departure is coming, a little preparation makes the handover smoother. Ask the person to look through their upcoming bookings and tell the guests who'll be taking over. Agree with the admin who'll own their links, and if it should be a different admin from the one who'd get them by default, have that admin do the removal. And if the person leaving is an admin, promote someone else before they go: the last admin can't leave.

A checklist for the admin

1. Confirm the calendar on each moved link. Open each one from the "Links moved to you" notice, pick the right calendar, and save.
2. Go through the upcoming bookings. Those guests expected to meet someone who's gone. Decide whether you or a colleague take each meeting, and let the guest know.
3. Check the moved bookings against your own calendar. Moved bookings stay on the departed person's calendar, not yours, so they won't block your free/busy. Add the ones you're keeping to your own calendar if you want them to block time.
4. Rename or retire links. "Intro call with Sam" may need a new name, or you may want to turn the link off.
5. Update where the links live. Old URLs keep working, but it's still worth swapping them in your website and templates when you get a chance.

Why it works this way

We wanted two things that pull in opposite directions: the team keeps the links and bookings that belong to the work, and Cal Clear keeps nothing of the person who left. Moving the links first and deleting the account second gives you both. It's the same reason Cal Clear only reads free/busy from calendars and auto-deletes booking data: keep what the job needs, nothing more. See Cal Clear for Teams for how roles and billing fit around this.

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