Teamup Calendar supports a set of advanced access permissions for calendar links, including:
- Add-Only: Allows adding new events. Existing events stay as read-only and can not be changed. Newly added events can be modified only during a single 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.
WHEN IS ‘ADD-ONLY’ THE RIGHT CHOICE?
The Add-Only permission is useful when users contribute events to the calendars but should not modify existing events.
- A calendar access link with Add-Only permissions may be shared with a large community – even open to the public – where all users use the same link to add events to the calendar or selected sub-calendars.
- The creator of the event may then edit a 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.
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 on how using the Add-Only permission can help with setting up an approval system.
WHEN IS ‘MODIFY-FROM-SAME-LINK’ THE RIGHT CHOICE?
The Modify-from-Same-Link permission option is useful when:
- A calendar can be modified by multiple users
- Each user can add and make changes to events that they created
- Users cannot modify events 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 with their own calendar link.
A unique calendar link with the Modify-from-Same-Link permission can be created for each user or for a user group.
Some advantages of using the Modify-from-Same-Link permission include:
- Each calendar link can be named with user’s name for easy recognition. This would make tracking who made what changes to the calendar easier as the link name is used in the logs. See here for more
- Users who have calendar links 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
- Calendar links can have Modify-from-Same-Link permission to 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 team calendar.
- Teamup makes it easy to deactivate, reactivate or delete calendar links at any time, this makes the Modify-from-Same-Link option useful not only for long-standing group members but also for ad-hoc coordination needs.
- Should an individual user with a Modify-from-Same-Link calendar link (or any permission for that matter) no longer need access to the calendar, then it would simply be a case of deleting their link. No other users would be affected. This is a big advantage. More on managing calendar links.
The Modify-from-Same-Link permission also comes with two options:
1) MODIFY-FROM-SAME-LINK WITH VISIBLE DETAILS OF EVENTS CREATED BY OTHERS
This permission option is particularly useful for closed communities that want to:
- share resources transparently
- resolve possible conflicts
- communicate efficiently
- Class reservations of school computer labs
- Conference room reservations in companies
- Shared equipment bookings in sports clubs
- Boat reservations in homeowner communities
See this Live Demo
2) MODIFY-FROM-SAME-LINK WITH HIDDEN DETAILS OF EVENTS CREATED BY OTHER USERS
This permission is particularly useful for small businesses and service providers, where it is necessary to coordinate service schedules directly with multiple suppliers and customers, while still maintaining the privacy of individual relationships. Details of events created by others are hidden – the title of those events is shown as ‘Reserved’.
- 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