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How to Decide What Sub-calendars to Set Up

If you are new to Teamup, one of the first tasks to set up the calendar is to add sub-calendars. Sub-calendars on Teamup may represent people, resources, projects, areas, or anything you need to organize or schedule. Think of a sub-calendar as an entity of who, where, what that is distinctive for a series of events, and they are visualized in a unique color.

Examples of what sub-calendars represent

  • If you want to track what’s happening with everyone in your team , add one sub-calendar for each team member. All events about a specific member will be displayed in the color of that sub-calendar.
  • If you need to schedule jobs for your field workers, add one sub-calendar for each worker, and share the sub-calendar with the worker so that he knows what to do.
  • If you track the availability of rooms or other bookable resources, add a sub-calendar for each resource so that it’d be easy to see when it is available and members of your group can book the available slots (example).
  • If you manage multiple projects and need to stay organized with the detailed plans of each project while keep an overview of all projects, add a sub-calendar for each project. You have the option to use another set of sub-calendars or custom fields to visualize the various attributes within each project.
  • If you organize community or professional events and need to present your program in topics to your audience, add a sub-calendar for each topic so that people can filter to see only the topics of interest.

Use multiple sub-calendars to represent multiple dimensions of events

Real-world events often have multiple dimensions of who, where, what, for example:

  • Team member A and B are working on project C.
  • A professional coach A needs Room X for a coaching session with client Y.
  • Workshop X at a conference is organized by company Y on topic Z.

All these A/B/C/X/Y/Zs represent who, where, what of events. Each of them may be possibly set up as a sub-calendar. If you do add a set of sub-calendars for Team and another set for Rooms, Teamup allows one event to be assigned to all relevant sub-calendars without duplicating the event in each of the dimensions. However, to keep the calendar simple and easy to use, you may leverage customizable event fields to represent some of the event dimensions. For example, using a choice field with options, instead of sub-calendars, to represent projects.

Benefits associated with sub-calendars

Setting up sub-calendars according to your needs is like a blueprint needs to be designed for the purpose of the building. Having sub-calendars representing too many dimensions can make the calendar complex and difficult to use. You may add sub-calendars for the dimensions of events when the benefits associated with sub-calendars are important to you in those dimensions. For example, if it is important to prevent some users from accessing certain type of events, then you need a sub-calendar for those events since  access control can only be applied based on sub-calendars.

The most important benefits associated with sub-calendars include:

  • All events on the sub-calendar are displayed in the color chosen by the calendar administrator for the sub-calendar.
  • Users can be granted one of the 9 levels of permissions, including no access, for each of the sub-calendars.
  • The color of a sub-calendar, chosen by the administrator, remains the same for all users who has access to the calendar (unlike Outlook or Google Calendar where each user may see or choose to see the same shared calendar in different colors.)
  • Users can toggle or filter to display all events on a specific sub-calendar.
  • Multiple sub-calendars in a specific category can be grouped in a folder. All events in the group can be made visible or invisible with a single open/close toggle of the folder.
  • Users can subscribe to email notifications when changes occur to a specific sub-calendar
  • Users can set up to receive reminders before the event occurs for all events on a sub-calendar.

Learn more about using color-coded sub-calendars.

How to add a sub-calendar

  1. Go to Settings (accessible to calendar administrator only)
  2. Click Calendars. Click the New button and select Add Calendar.

See more details here.

Updated on August 15, 2023
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