How to consolidate events from multiple calendars into a single view

The Story

Andy is a regional training manager who oversees training events in 5 different locations. The location staff are responsible for creating and updating events as well as managing their user access to their own location calendar. Andy needs an overview of all events in all 5 locations.

The Challenge

Since each location operates their training program independently, Andy wants to give each location its own Teamup Calendar with sub-calendars color-coded for the various training categories specific to that location.  He intends to have each location manager be the administrator of their calendar. The challenge is:  How can Andy get an organized overview of categorized events in all 5 locations on a single calendar?

The Solution

Andy can achieve his goals with the following:

1. Create one calendar for each location and share the administrator link with the location manager.  Alternatively, have location managers create their own calendar directly. (Contact Teamup for Enterprise support on creating a large number of new calendars with similar configurations).

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2. Create a calendar for consolidated events of all 5 locations.

3. Add iCalendar feeds from each of the location calendars to the consolidated events calendar. This allows Andy to sync his calendar with the location calendars and track the training events in all five locations on one calendar view.

Andy could then group his feeds into a folder structure within his consolidated events calendar.  The feeds will be read-only which is fine for Andy since he only needs to view the events. With feeds in color-coded categories, he can also toggle the sub-calendars and view all events in any category across all locations.

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For example, to see all training schedules for the south location, Andy can turn on only the sub-calendars of the south location and only events of this location would be displayed:

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Now every time an event is created on any of the location calendar, it will be automatically populated into Andy’s consolidated calendar. Andy is now better informed and can focus on his real job as the regional manager without wasting precious time just to find out what’s happening where.

Applicable Needs

One of the key benefits of the solution demonstrated in this case is its scalability:

  • As the number of locations under Andy’s responsibility grows, it is easy to add new locations by creating a new calendar without changing any existing calendars.  Each calendar can be administered at the operational level of any organization.
  • Numerous feeds can be added to a consolidated master calendar as sub-calendars.
    • A Teamup Premium plan allows up to 50 sub-calendars and it can be extended as needed.  An Enterprise plan makes it possible to scale up to hundreds of sub-calendars.
  • Note it is not required to start a new calendar to add feeds from other calendars.  You can also subscribe to feeds of other calendars from any existing calendars.

Consider the following sample needs where this solution can be easily adapted to:

Medium to Large enterprises

  • Multi-national corporations: When regional marketing units run their own campaigns and programs, how can the the team at corporate HQ keep an overview of what’s happening in each region?
  • Media and professional service companies: When many tasks and milestones need to be tracked for each client that involve multiple teams, how can managers obtain the big picture and streamline information sharing without numerous Excel sheets and emails
  • Real estate and environmental service organizations: When each property is managed independently or crews are scheduled to perform specific services at multiple properties, how do you track resource availability and services delivered?

Small business and individuals

  • Do you find yourself juggling multiple calendars and schedules whether in a personal, social or professional context? How can you consolidate these sources into one view while using familiar tools, such as iCal or Outlook?
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