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Advanced Access Permissions for Links and Users

Teamup Calendar supports a set of advanced access permissions for calendar users and shareable links. Calendar administrators can assign or change access permissions for users, groups, and shareable links by going to Settings > Sharing. This article discusses advanced access permissions and how they can be best used.


The four advanced access permissions

The advanced access permissions available with Teamup include these:

  • Add-Only: Allows adding new events. Existing events stay as read-only and cannot be changed. Newly added events can be modified only during a single, time-limited browser session (approx. 30 minutes).
  • Add-Only, No Details: Same as add-only, but event details are hidden. The newly added event remains editable until the current session expires, then it becomes read-only.
  • Modify-from-Same-Link: Allows adding new events and editing existing events that have been created using the same link.  Otherwise the entries are read-only.
  • Modify-from-Same-Link, No Details: Same as Modify-from-same-link, but details for existing events are shown only if they were created using the same link; otherwise, the event details are hidden.

The add-only permission

The add-only permission is helpful when users contribute events to the calendars, but should not modify existing events.

  • The add-only permission could be shared with a large group or used on a calendar link for an embedded calendar; all group members or people accessing the embedded calendar can then add events to the calendar or to selected sub-calendars.
  • The creator of an event can edit their event submission during the current browser session up to 30 minutes. Once the current session is expired, the newly added event becomes read-only to all.

You can see an example in the screenshot below:

  • The Project: Data Migration event was just added and doesn’t have the lock icon yet. This indicates that it is still editable by the creator of the event.
  • After 30 minutes, the lock icon will be displayed on the Project: Data Migration event. The lock icon indicates that the event is now read-only and cannot be modified or deleted.

Hide or show details

With the add-only permissions, you can choose whether to show details of events created by other calendar users, or hide those details.

  • The add-only permission will show details of all calendar events.
  • The add-only, no details permission will hide details of calendar events created by other users.

Add-only scenarios

Frequent scenarios when the add-only option is useful:

  • Local community events (e.g. sports, entertaining, church services).
  • Facility or equipment reservations open to a large community
  • Volunteer signups for non-profit or social events
  • Group diary or record keeping of staff and shift schedules
  • Collective updates by geographically dispersed teams on a shared calendar

See here how using the add-only permission can help with setting up an approval system.

The modify-from-same-link permission option is useful in cases like these:

  • When a calendar needs to be modified by multiple users.
  • When each user needs to add and make changes to events that they created.
  • When users need to add or modify their own events, but not those created by others.

The modify-from-same-link permission allows multiple users to edit events on the same sub-calendars, but only make changes to the events they created.

Some advantages of using the modify-from-same-link permission include:

  • When using a shareable calendar link, use a specific name for the shareable link for easy recognition. This would make tracking event changes easier, as the link name is used in the logs. See here for more information.
  • Users with the modify-from-same-link permission can create, modify, and delete events, but only events they created, not those of others. This reduces the amount of unintentional deletions or modifications.
  • A single user can have modify-from-same-link permission for certain sub-calendars, and another permission type for other sub-calendars, making calendar access highly flexible. For example, a team member could have modify access to his or her own sub-calendar, and modify-from-same-link permission to the shared team calendar.
  • Teamup makes it easy to deactivate, reactivate, or delete users, groups, and shareable links at anytime. This makes the modify-from-same-link option helpful for ad-hoc coordination needs.
  • Should an individual user with a modify-from-same-link permission (or any permission, for that matter) no longer need access to the calendar, then it would simply be a case of removing them from the calendar as a user. More on managing users and groups. Or, if you have provided a shareable link, simply delete the link. More on managing calendar links.

The modify-from-same-link permission can be used in two ways:

1) Include visible details

The Modify-from-same-link permission will include details of events created by other users. This permission option is particularly useful for closed communities that want to:

  • share resources transparently
  • resolve possible conflicts
  • communicate efficiently.
Amy Hamilton can only modify her own events. All the rest can’t be edited; note the lock icon.

Examples:

  • Class reservations of school computer labs.
  • Conference room reservations in companies.
  • Shared equipment or space bookings for sports clubs.
  • Boat reservations in homeowner communities.

See this Live Demo to play around with this type of calendar permission in action.

2. Keep details hidden

The Modify-from-same-link, no details permission will hide details of events created by other users.

This permission is particularly useful for small businesses and service providers, when client privacy is important. If it is necessary to coordinate service schedules with multiple suppliers and customers, this permission allows you to do so while still maintaining the privacy of individual client or partners.

Details of events created by others are hidden. The title of those events is shown as Reserved:

Scenarios when the modify-from-same-link option is useful:

  • Engineering services performed at customer sites, such as technical installations and maintenance.
  • Freelancing professional services, such as coaching, training, project management, etc.
  • Shared meeting rooms in office buildings available for booking by multiple tenants.

Keywords: control, prevent conflicts, hide information

Updated on June 11, 2020