> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Multi-person blocks

> Plan a block for several people: one organiser plus a participant roster, how capacity is charged, who can leave, and how Google Calendar invites work.

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.

## Organiser and participants

Every block has exactly one **organiser** and a roster of **participants**.

|                           | Organiser | Participant           |
| ------------------------- | --------- | --------------------- |
| Owns the block            | Yes       | No                    |
| Can edit it               | Yes       | No                    |
| Can delete it             | Yes       | No                    |
| Can leave it              | **No**    | Yes                   |
| Owns the Google event     | Yes       | No – they are a guest |
| Charged the full duration | Yes       | Yes                   |

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.

<Note>
  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.
</Note>

## How to add participants

<Steps>
  <Step title="Open or create a block">
    Click an empty slot on the grid, or click an existing block.
  </Step>

  <Step title="Find the Participants field">
    It sits below the date and time panel.
  </Step>

  <Step title="Pick people">
    The picker offers people you supervise. The organiser is not in the list –
    they are implicit. The placeholder reads **No one else**.
  </Step>

  <Step title="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."*
  </Step>

  <Step title="Save">
    Click **Save block**. The block now appears on every participant's calendar.
  </Step>
</Steps>

To remove someone, deselect them in the picker and save again.

## 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.

## 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.

<Warning>
  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.
</Warning>

### Worked example

Priya Raman books `Bluebird design review` – Thursday, 15:00 to 16:00 – with
Sarah Lin, Jonas Bergman and Ana Ferreira.

| Person         | Role on the block | Charged |
| -------------- | ----------------- | ------- |
| Priya Raman    | Organiser         | 1h      |
| Sarah Lin      | Participant       | 1h      |
| Jonas Bergman  | Participant       | 1h      |
| Ana Ferreira   | Participant       | 1h      |
| **Team total** |                   | **4h**  |

If Priya overlays all four calendars, the strip counts 4h of planned time for that
one meeting. See
[/planner/capacity-and-workload](/planner/capacity-and-workload).

## 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.

| Situation                                  | What happens                                                                                                       |
| ------------------------------------------ | ------------------------------------------------------------------------------------------------------------------ |
| A participant leaves                       | They come off the roster. The block continues.                                                                     |
| The organiser tries to leave               | Refused: *"You organise this block, so you can't just leave it. Delete it, or hand it to someone else."*           |
| A participant has logged time in the block | Refused: *"You've logged time inside this block. Remove that time first – it stays on your timesheet either way."* |

## Google Calendar

Only the **organiser** pushes a block to Google.

<Steps>
  <Step title="The organiser connects Google Calendar">
    In **Settings → Integrations**. Each person connects their own account.
  </Step>

  <Step title="The block becomes one Google event">
    On the organiser's calendar, with every participant added as a **guest**.
  </Step>

  <Step title="Guests receive it on their own calendars">
    Through Google's normal invitation, not through a second event.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Warning>
  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.
</Warning>

### What that means in practice

| Question                                 | Answer                                                                            |
| ---------------------------------------- | --------------------------------------------------------------------------------- |
| Who owns the Google event?               | The organiser.                                                                    |
| Who can add a Google Meet?               | Only the organiser, and only with their own connection linked.                    |
| Does a teammate need Google connected?   | No. They still get the block in TimeTracker. They are just not on the invite.     |
| Are guests emailed?                      | Only when a block has two or more people. A solo focus block never emails anyone. |
| What if a guest declines in Google?      | Their reply is recorded. It does not delete the organiser's block.                |
| What if the organiser deletes the block? | The Google event is removed on the next sync.                                     |

See [/integrations/google-calendar](/integrations/google-calendar).

### Google Meet

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

| State                    | What happens                                               |
| ------------------------ | ---------------------------------------------------------- |
| Switched on, no link yet | *"Google adds the link on the next sync."*                 |
| Switched on, link issued | **Join the meeting** and a copy button appear.             |
| Switched off             | The conference is removed from the event on the next sync. |

## Permissions

| Action                                              | Capability                   |
| --------------------------------------------------- | ---------------------------- |
| Add participants you supervise to your own block    | `block.manage`               |
| Create a block on a teammate's calendar             | `block.manageOthers`         |
| Add or remove a participant on someone else's block | `block.manageOthers`         |
| Leave a block you are a guest on                    | `block.manage`               |
| See a teammate's calendar at all                    | `time.viewOthers` plus scope |

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.

## Common questions

<AccordionGroup>
  <Accordion title="Can I hand a block to someone else?">
    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."
  </Accordion>

  <Accordion title="Can a participant edit the block?">
    No. Participants can only leave. Everything else belongs to the organiser.
  </Accordion>

  <Accordion title="Can I add someone outside the workspace?">
    Not as a participant. Invite them from your Google Calendar as an external
    guest instead.
  </Accordion>

  <Accordion title="Can I accept or decline from inside TimeTracker?">
    No. Replies are recorded and re-sent so an edit does not un-accept everyone,
    but responding happens in your calendar.
  </Accordion>

  <Accordion title="Why can I not see some of my teammates in the picker?">
    The picker only offers people inside your supervision scope.
  </Accordion>

  <Accordion title="Does removing a participant email them?">
    Google notifies guests when the guest list genuinely changes on a block with
    two or more people. Re-saving an unchanged roster notifies nobody.
  </Accordion>
</AccordionGroup>

## Troubleshooting

| Message                                                                                       | What it means                                                                      |
| --------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------- |
| "You organise this block, so you can't just leave it. Delete it, or hand it to someone else." | The organiser cannot leave their own block.                                        |
| "You've logged time inside this block. Remove that time first…"                               | Delete or move your entries, then leave.                                           |
| "Someone has logged time inside this block. Remove that time first…"                          | You are removing a participant who logged time in it.                              |
| "You're not on this block."                                                                   | You are not on the roster, so there is nothing to leave.                           |
| A guest has no Google invite                                                                  | They have not connected Google Calendar, or the organiser has not.                 |
| A duplicate block appeared                                                                    | Check the organiser. A block imported from Google is owned by whoever imported it. |

## Related guides

<CardGroup cols={2}>
  <Card title="Plan work blocks" href="/planner/plan-work-blocks">
    Every field on a block.
  </Card>

  <Card title="Capacity and workload" href="/planner/capacity-and-workload">
    Why a meeting costs every attendee.
  </Card>

  <Card title="Google Calendar" href="/integrations/google-calendar">
    Connecting, syncing and Meet links.
  </Card>

  <Card title="Planner permissions" href="/planner/planner-permissions">
    Planning for other people.
  </Card>

  <Card title="Supervision scope" href="/concepts/supervision-scope">
    Who appears in the picker.
  </Card>
</CardGroup>