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How to Use Shareable Calendar Links with Flexible Access Permissions

With Teamup, you can provide account-based calendar access to Teamup users and groups, in addition to granting calendar access via shareable links. This article discusses how calendar administrators can use shareable links with flexible access permissions. 

Here’s how to create a shareable link:

  1. Open your calendar in a web browser with the administrator link. 
  2. Go to Settings > Sharing.
  3. Select the Add link button on the right.

    create a calendar link for sharing

  4. Name the link, then scroll down to choose the sub-calendars to include and set the access permissions as desired.
    • If you include All sub-calendars, you can set the access permission globally to apply to all sub-calendars.
    • If you choose Selected sub-calendars, you can assign a different level of access permission for each included sub-calendar.  
      assign access permissions to calendar links
      You can adjust the access permissions at any time. See more details about each level of access permission below.
  5. Click the green Save button.

  See how to customize access permissions or share only selected calendars→

Once a link is created, you will see the link listed in your Sharing screen. Simply copy the link to your clipboard:

This list on the Sharing screen includes not only links but also account-based users and groups. The shareable links are designated by a green link symbol. Use the filter above the list to see Links only or another type of access.

Once a user has their designated calendar link, they can use it to access the calendar in a browser.

Please note that on the mobile app the user who is given the link access to the calendar can select ‘Continue without account’ on the bottom of the login screen. See the tutorials for iOS app and Android app for more details.

  See more about managing calendar links→

Flexible access permissions

Teamup currently supports the following access permissions:

  • Administrator: All permissions and is the only permission level allowing access to the Settings interface of the calendar, where the calendar is configured and all access links are stored.  When you create a new calendar, you are provided with administrator access via your user account. Be very careful about granting administrator access to anyone else. Only grant administrator access to individuals authorized to access the calendar settings, and do so by assigning administrator permission via that individual’s user account.
  • Modify: View, modify, create and delete calendar events.
  • Read-only: View calendar events including details but can not make changes.
  • Read-only, no details:  View calendar with events marked as reserved time blocks but no further event details.  No changes are allowed.
  • Add-only: Allows adding new events, can only read but not modify any existing events.  Newly added events can be modified only during the current browser session (up to approximately 30 minutes).
  • Add-only, no details: Same as Add-only but the details of any existing events are hidden (marked as reserved).
  • Modify-from-same-link / Modify-my-events: Add new events and modify any existing events that are created via the same link, but can only read and not modify any existing events created via other calendar links.
  • Modify-from-same-link, no details / Modify-my-events, no details: Add new events and modify any existing events that are created via the same link, but the details of any events created by others will be hidden (marked as reserved).

You can customize the permissions for each shareable link to include all or only selected sub-calendars and assign different permissions to each sub-calendar if needed.

A calendar link is equivalent to an “unlisted” private link of a YouTube video, i.e. only people who know the link to the calendar can access it. Administrators can assign one unique calendar link for an individual or a group and can deactivate, modify, or delete calendar links at any time. Calendar links can also be password protected.

Each calendar link is uniquely represented by:

  • A unique and private URL. Each calendar link contains a long randomized strand of letters and numbers. This makes it invisible to search engines.
  • The calendar view for each link always shows a list of shared sub-calendars for the specific user or user group; a small lock sign icon precedes all read-only calendars
  • Each link can be named for the individual or group that will use it for their access.
A shareable link in the URL bar; the name of the link shows in the top right.

As mentioned above, Teamup allows you to give account-based calendar access to Teamup registered account users. Account user access has several benefits:

  • A higher level of security, since each user is linked to a verified email address and must log in to access the calendar(s).
  • Ability to sync between browsers and mobile devices.
  • A synced calendar dashboard.
  • Ability to use event reminders.

Account users can also be added to groups, and you can provide calendar access to all members of a group. As the calendar administrator, you have control of the sub-calendars shared and the access permission set for each account user and for each group.

You can still create customized shareable links and provide calendar access via these links. With account-based users, organizations, team leaders, and others can enjoy added security and manage their employees and teams in a more efficient way.

To learn more about working with users and groups, see this article.

Updated on May 30, 2021