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How to Choose Between Account Access or Calendar Links

With Teamup, you can share a calendar by through account-based access or with shareable calendar links. No matter which method you use, you always have control of what people can do with your calendar with customized access permissions.

Here is quick look at the pros and cons of each sharing method.

Account-based access

Pros of account-based access

  • Better security: Each user account is linked to a verified email address so each user has unique calendar access which can only be accessed by logging in to the account.
  • Convenient calendar access: Account users have a calendar dashboard which gives convenient access to all calendars they have access to in one place.
  • One login across devices: Account users can download the Teamup app and log into their user account to access the calendars on their dashboard and easily stay synced across devices.
  • Event reminders: Account users can create event reminders to alert of upcoming events. Reminders are sent at a specified time before an event starts.
  • Manage change notifications: Account users can set up change notifications and configure for their preferences. Without an account, a calendar admin has to set up notifications for you. 
  • Daily agenda: Account users can subscribe to the daily agenda and modify the subscription settings as desired.
  • Remove signups: Account users can remove their own signup from an event, provided they were logged in and used their primary account email when signing up.
  • Secure event sharing: An account user can share a link to an event directly from their calendar, and only those who also have the appropriate permission will be able to open the event.
    • Note: An account user can share an event page link and anyone, regardless of calendar access, will be able to view the event page
  • Revoke access: The calendar admin can revoke account-based access for any user easily without affecting any other users, eliminating the risk of unauthorized access to the calendar without requiring changes for other users. Links do not provide this level of security.
  • Set group permissions: The calendar admin can create a group, set the permission for the group, and add individual users to the group for easy management.
  • Reset iCalendar feeds: For better security and protection of privacy (reducing the risk of having your calendar synced to an unauthorized parties via iCalendar feed), account users can reset all outbound iCalendar feeds when needed.

Cons of account-based access

  • Limited number of users: Each subscription level allows a certain number of account users.
  • Individual setup: Each user account is tied to an individual person, so each user must be added to the calendar individually.
  • Registration required: The requirement to activate an account can dissuade some from using the calendar.
  • No login required: A link allows you to quickly share your calendar without requiring registration or a login.
  • Easy public or group access: A single shareable link with Read-only permission makes it easy to set up public or group access to a calendar.
  • Simple one-step access: For users who are not tech-savvy, it’s still easy to open the calendar as they just have to click the link, or you can embed the calendar.
  • Less secure: While it has some built-in security, a shareable calendar link is not tied to an individual person and does not require a login. So, anyone who has the link can access the calendar unless the link has password protection.
  • Confidentiality risk: A link could be exposed to unauthorized users or saved by former employees, creating a confidentiality risk if the calendar contains sensitive information.
  • Lost calendar access: If someone loses the calendar link, they lose calendar access. They will have to contact the calendar admin to request the link again.
  • No dashboard: Users must bookmark or copy-paste links to access the calendar. This can get unwieldy with multiple calendars.
  • Confusion or user error: Conventional calendar apps typically require login, so giving access without a login can create confusion.

See here for more details and scenarios demonstrating account-based access and shareable link access.

Updated on May 15, 2024
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