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Calendar Administrator Access Explained

With Teamup Calendar, administrator access gives full control over your Teamup calendar. When you create a new Teamup calendar, you are automatically given administrator access. You can also grant administrator access to others by providing administrator-level permission to any account-based user. Be careful when granting administrator access, as it provides full control over your calendar.

What you can do with an administrator access

Administrator access means the ability to design and configure your calendar’s global Settings to work best for your needs, include but not limited to:

Be sure to use these abilities carefully and guard them properly to maximize the positive impact of Teamup on your group.

Grant administrator access

When you add a calendar user, you can grant an individual administrator-level access to the calendar. Do so with care. Only provide administrator privileges to authorized individuals who should have full access to the calendar and all calendar settings.

To grant administrator access to a new user:

  1. Go to Settings > Sharing.
  2. Click on Add User.
  3. Enter the email address of the user.
  4. Enter the name for the user. It is helpful to indicate that this user has administrator access.
  5. Check Yes in the Administration section.
  6. Click Save.

To grant administrator access to a current user:

  • If the person is already an account user, find their name in the list of users:
    • Go to Settings > Sharing to see all users and links.
    • Click the Edit icon next to the user.
  • Check the box to grant administrator access.
  • Click the green Save button.

You can create new shareable calendar links in Settings > Sharing. It is possible to grant administrator access to a link. USE CAUTION when granting administrator access via calendar link; it is most secure to control administrator access via user account.

  1. Go to Settings > Sharing.
  2. Click on Create Link.
  3. Name the link. It’s helpful to indicate that this link has administrator access.
  4. Check Yes in the Administration section.
  5. Click Save.
administrator link how to create
This link has administrator access.

To determine if a calendar link has administrator rights, click the blue menu icon on the right of the calendar.

  • If you see Settings on the top of the drop-down list, the link has administrator access. Only administrator links can access the calendar settings. This limitation helps safeguard your calendar from accidental data loss or unauthorized access.
  • If Settings does not appear as an option on the drop-down list, the link does not have administrator privileges.
This link does not have administrator access.

When NOT to use an administrator access

Do not share any administrator link or grant administrator access unless they need to manage the calendar settings in order to keep your calendar secure and avoid accidental changes or problems in the calendar settings.

  • We recommend limiting the administrator permission to as few users as necessary and do not use a shared email address.
  • If a calendar user needs to have full capability to manage events, including adding new events, updating, or deleting existing events, add that user to your calendar with Modifier permission. You can do so by going to Settings > Sharing and clicking Add User.
  • DO NOT use a link with the administrator access when publishing your calendar on social media or embedding your calendar into your web site. It would be a serious risk allows anyone who gains the administrator access to not only change anything but also the power to delete the entire calendar!
  • DO NOT use an administrator link to set up notifications for others. When you create a notification subscription, you can choose which calendar link to use from a drop-down menu. The notification email contains that calendar link in it. If you subscribe another person’s email address to notifications with the administrator link, that person will receive emails with an administrator link back to the calendar.
    In other words, you would give the non-administrator users access to the administrator link, which is not desirable behavior.
    Ideally, each individual calendar user should set up their own notifications. This ensures that the correct permissions are allowed in the notification emails.
  • Do not use the administrator link to get the iCalendar feed .ics link for others as the .ics feeds contain the calendar link used to create them. Each .ics feed contains the calendar link it was created from, with the same access permission as that calendar link. 
    Individual calendar users should open the calendar from their own calendar dashboard, then go to the iCalendar feed list and copy the appropriate .ics link.

Please note if you created a Teamup calendar prior to September 2020, you may have administrator access to your calendar via an administrator link, without having a Teamup user account. It is highly recommended that you change to the user account-based administrator access. To do so, follow these detailed steps.

Here’s how to do that:

Switch to user account administrator access

  1. Register for a Teamup user account here.
  2. Open your calendar with your administrator link.
  3. Go to Settings > Sharing > Add User.
  4. Add yourself as a user, being sure to enter the same email address you used for your Teamup user account. You can also add a secondary email address of your user account but be aware that the user which appears on the calendar will be the primary email of your account.
  5. Grant yourself administrator-level access.
  6. Your calendar will now appear on your calendar dashboard, and you can access it without using your old administrator link.
  7. Delete your old administrator link.

See more detailed steps.

If you suspect your calendar administrator link has gotten into the wrong hands, here’s what you can do.


Updated on January 25, 2024
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