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Add participants to a block and it becomes a group block. It lands on every participant’s calendar and takes time out of every one of their days.

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Organiser and participants

Every block has exactly one organiser and a roster of participants. The organiser is always first on the roster and cannot be removed. A block always has an owner – dropping the organiser would take it off their calendar and out of their capacity while they still owned the invite.
When you create a block on your own calendar, you are the organiser. When you create one on a teammate’s calendar – which needs block.manageOthers – they are the organiser, not you.

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How to add participants

1

Open or create a block

Click an empty slot on the grid, or click an existing block.
2

Find the Participants field

It sits below the date and time panel.
3

Pick people

The picker offers people you supervise. The organiser is not in the list – they are implicit. The placeholder reads No one else.
4

Read the hint

Once anyone is added: “Takes 1h out of each of their days.” If your Google Calendar is connected it adds “They are invited on your Google Calendar too.”
5

Save

Click Save block. The block now appears on every participant’s calendar.
To remove someone, deselect them in the picker and save again.

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How the block looks on the grid

A group block shows a people icon, and its footer shows up to three avatars plus a count – for example 3 people. A solo block shows the one person’s name. A video icon appears when the block carries a Google Meet link.

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Capacity: everyone pays full price

Every participant is charged the full duration of the block. A one-hour review with four people costs the team four hours, one from each person’s day.
The duration is not divided between attendees. That is deliberate. Splitting it would make an over-booked day read as healthy, which defeats the point of the capacity strip.

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Worked example

Priya Raman books Bluebird design review – Thursday, 15:00 to 16:00 – with Sarah Lin, Jonas Bergman and Ana Ferreira. If Priya overlays all four calendars, the strip counts 4h of planned time for that one meeting. See /planner/capacity-and-workload.

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Leaving a block

A participant who did not organise the block gets a Leave button instead of Delete.
Leave this block? It stays on the organiser’s calendar – it just won’t take up your day anymore. If it is on your Google Calendar, you’ll be removed from the invite on the next sync.
The block stays for everyone else. Only that person’s lane and capacity change.

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Google Calendar

Only the organiser pushes a block to Google.
1

The organiser connects Google Calendar

In Settings → Integrations. Each person connects their own account.
2

The block becomes one Google event

On the organiser’s calendar, with every participant added as a guest.
3

Guests receive it on their own calendars

Through Google’s normal invitation, not through a second event.
4

A guest's sync only records their reply

A guest’s own sync never creates a duplicate block and never overwrites the organiser’s title or times.
This is the rule that keeps calendars from fighting. If every guest’s sync could write back, four people would each rewrite the same event’s title and span, and each would import a duplicate copy of it.

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What that means in practice

See /integrations/google-calendar.

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Google Meet

The Add Google Meet switch only appears on a block you organise, when your Google Calendar is connected.

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Permissions

Only the lanes that actually changed are permission-checked. Re-saving a block with the same roster does not demand permission on every teammate already on it. block.manage goes to Owner, Admin, Project Manager, Member and Contractor. block.manageOthers goes to Owner, Admin and Project Manager.

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Common questions

Only while no time has been logged against it. Once real time exists you see “This block already has time logged against it, so it can’t be handed to someone else.”
No. Participants can only leave. Everything else belongs to the organiser.
Not as a participant. Invite them from your Google Calendar as an external guest instead.
No. Replies are recorded and re-sent so an edit does not un-accept everyone, but responding happens in your calendar.
The picker only offers people inside your supervision scope.
Google notifies guests when the guest list genuinely changes on a block with two or more people. Re-saving an unchanged roster notifies nobody.

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Troubleshooting

Plan work blocks

Every field on a block.

Capacity and workload

Why a meeting costs every attendee.

Google Calendar

Connecting, syncing and Meet links.

Planner permissions

Planning for other people.

Supervision scope

Who appears in the picker.