Automated Daily Agenda Emails for Upcoming Events

Many businesses rely on Teamup for scheduling jobs and dispatching field staff. Others use Teamup to share events with an embedded public calendar. However, sometimes people may not want or need to see the whole calendar but the agenda for the next day or two. Some may prefer getting an email to checking the calendar.

The solution: Subscribe to Daily Agenda and get automated emails for upcoming events every morning or the time of your choice.

One of the ways to subscribe to Daily Agenda is available to all calendar users:

1. Click the blue menu in the top right of your calendar.
2. Select Preferences
3. Select Daily Agenda. From there you can configure what you want in the email.

⚠️ Important security note: Using the daily agenda in this way, with link-based access, is only appropriate for calendars that are shared publicly and do not contain any confidential information. For private, security-sensitive or internal-only calendars, allow each person to set up their own daily agenda via account-based access.

Let’s dive into more detail.

What is the daily agenda?

The daily agenda is a notification subscription. It’s available with any paid subscription.

Anyone who has a Teamup user account can set up your Daily Agenda from the calendar you have access to at any time:

1. Login and open your calendar in a web browser.
2. Open the menu in the top-right corner, select Preferences > Daily Agenda.
3. Select the sub-calendars to include. The daily agenda email will include upcoming events on those sub-calendars.
4. Select the time of day the email is sent and the number of days to include (1 to 3). You can also set the time zone used for events in the agenda email.

Use the daily agenda as an automated event list

A calendar administrator can set up daily agenda subscriptions for anyone. So you can use the daily agenda as an automated event list, delivered to each subscriber’s inbox.

For example, with the daily agenda you can set up:

• An upcoming events email, sent every evening, with the next day’s streaming schedule.
• A daily morning email with a list of all upcoming calendar events for the community.
• A list of upcoming industry events or special-interest updates sent to all subscribers on your list.

Here’s a quick look at the steps you’ll take to set this up. We’ll go over each one in detail below.

1. Create a secure calendar link to use for the group’s daily agenda. This is very important to set up properly. Be sure to use this link for all group daily agenda subscriptions to keep your calendar data secure.
2. Set up a daily agenda subscription for each person who wants to receive it.

Daily agenda and calendar security

Each daily agenda email includes a calendar link, so recipients can view events in the calendar. When you set up a daily agenda subscription, you choose which calendar link to use in those emails.

⚠️ It’s very important to use a secure calendar link with appropriate access for the daily agenda recipients:

• Include only the appropriate sub-calendars. All events on these sub-calendars will be included on the group’s daily agenda emails.
• Set the permission level to read-only for all included sub-calendars.
• If the calendar link is ever compromised or exposed to unauthorized individuals, you can delete the compromised link and restart the process with a new secure link.

1. Create a secure link for daily agenda subscriptions

1. Open the calendar in a browser with administrator access.
2. Go to Settings > Sharing.
3. Click on Create Link.
4. Name the link specifically (e.g. “Subscriber Event Emails” or “Public Daily Agenda”).
5. Scroll to the Calendars Shared section and choose Selected calendars.
6. Set the permission to Read-only for each sub-calendar you want to include in the daily agenda.
7. Set the permission to Not shared for all other sub-calendars.
8. Click Save.

Always use this secure link when setting up a daily agenda subscription for group members or public subscribers.

2. Set up a daily agenda subscription for each recipient

1. Open the calendar in a browser with administrator access.
2. Go to Settings > Notifications.
3. Click New in the top right.
4. Select Daily Agenda.
5. Enter the email address for the recipient.
6. In the Calendar Link section, select the secure link created in step 1.
7. Set the options for Number of Days, Time of Day, and Time Zone.
8. The Calendars section will default to All calendars. This means that the daily agenda email will include events from all the sub-calendars included in the secure link.
9. Click Save. 

Repeat these steps for each person who wants to receive the daily agenda.

The daily agenda email

Here’s an example of a daily agenda email from UN Web TV’s streaming schedule:

The daily agenda email includes the upcoming events with a few event details such as the event title, date/time, and the first few event fields.

Each event is linked back to the calendar so recipients can access the calendar event directly if they want more information:

• Everyone who receives the daily agenda can scan the email to see all upcoming calendar events.
• For any events that are relevant to them, they can click to open that event and see all the details.

Try it out for your public calendar as a service that can make upcoming events and calendar updates more accessible for the people who are interested in them.