Notice as of Nov. 11, 2019: Currently we are rolling out a new sharing system which allows the calendar administrator to grant Teamup calendar access through user accounts. Granting calendar access via shareable links (without user accounts) works as usual. If you do not see the new sharing system available in Settings > Sharing, it will be available to you at a later time. Thank you for your patience.
With Teamup Calendar, you can grant calendar access to others via user accounts and groups, or via shareable links with customized access permissions. This article discusses how a calendar administrator can create and manage shareable calendar links.
How calendar links work
Calendar links give you a way to grant calendar access without requiring a user account or login. You can use calendar links to provide temporary access to a calendar, to create a secure version of your calendar to embed in a website, or to share your calendar with a group.
Calendar links are composed of random strings of numbers and letters. You can deactivate, modify, or delete a calendar link at anytime. You can also enable password protection for any calendar link (a paid subscription level is required for this feature).
It’s easy to create new links, modify or delete calendar links, or edit link permissions. You can do all of this without creating a new calendar. Working with calendar links requires an administrator link and is only possible in a web browser; the calendar settings are not available in Teamup mobile apps. If needed, you can open your Teamup Calendar in a mobile browser to access the Settings on a mobile device. See the instructions for iOS or Android.
Access permissions for calendar links
We recommend creating a unique calendar link for each use. That might be for an individual or group, or for an instance of embedding your calendar. If you create separate links for each purpose, and name them appropriately, it is easy to remember what the links are used for, to deactivate or modify them as needed, and to keep your calendar secure at all times.
For each calendar link, you can choose which sub-calendars to include, and set the level of access permission for the link. Teamup includes 9 levels of access permissions. If you include all sub-calendars in a calendar link, you can set one level of access permission for all. Or you can set a different access permission for each included sub-calendar.
Add new calendar links
- Click on the blue menu icon in the top right of the main calendar page and select Settings.
- In Settings, select the Sharing section on the left.
- Click on + New Link (old system) or Create Link (new system) to create a new calendar link.
- Give the new calendar link a name. We recommend assigning the name of the user or user group as the calendar link name, so it’s easy to identify and remember which calendar link is assigned to a person or group.
- In the Calendars Shared section, use the drop-down box to select All calendars or Selected calendars:
- If you choose All calendars, the shareable link will allow access to all sub-calendars. You’ll set one permission which will apply globally to all the calendars.
- If you choose Selected calendars, you can then choose individually whether to include or not include each sub-calendar. You will set the permission for each sub-calendar separately.
- Once you have selected the calendar(s) and permission(s), click on Save. A new shareable link will be automatically generated and will be listed with all shareable links, users, and groups in Settings > Sharing. Shareable links are indicated by the green link icon.
Delete existing links
- Go to Settings > Sharing.
- Click on the edit icon next to the link you want to delete.
- Choose Delete from the button group on the Edit Link screen. On the next screen, confirm to delete the link permanently.
- You will be returned to the list of calendar links. If the link you just deleted was in use by people who still need to access the calendar, you can add a new link as described above and share the new link with them.
Edit link permissions
- Go to Settings > Sharing. Click on the edit icon next to the link that you wish to modify.
- On the Edit Link screen, scroll to the Calendars Shared section. Choose to share All calendars or Selected calendars:
- Choose the appropriate permission for All calendars or set an appropriate permission for each of the selected sub-calendars. Learn more about sharing only selected calendars.
Deleting administrator links
To delete an existing administrator link, you first need to create a new link with the full administrator rights. Start from your existing administrator link and follow these steps:
- Go to Settings > Sharing and create a new administrator link.
- Create a new link as usual. In the Administration section, check the Yes box to grant administration access to the new link.
- Be sure to name the link something appropriate to remind you that it is an administrator link with full access to all calendar settings.
- Open the calendar with the new administrator link in a new tab or window.
- Go to Settings > Sharing in the calendar opened with the new link.
- Delete the old administrator link.
- Go back to the tab or window where the calendar was open with the old administrator link. Reload the page to confirm the old administrator link has been deleted.
- Continue with the new administrator link from then on.
Prevent unwanted access
There are two ways to stop unwanted parties from viewing your calendar:
- Delete the links that have been shared or exposed to them. If those links were used by others who still need access, you can create new calendar links to replace the compromised ones.
- Enable password protection on links. This is possible with the Plus and Premium plans. Existing users of the links would then need the password to access the calendar. This prevents the need to delete links and can be a good solution if one member of a group no longer needs calendar access, but you do not want to replace the link for an entire group.
Managing your calendar links can be done any time. All event data and other settings in your calendar remain unchanged.
Keywords: Manage links, delete links, new link, administrator link, prevent access