How to Share Calendars with Flexible Access Permissions

Teamup makes it easy to share calendars with anyone without requiring users to create accounts. Access to the shared calendars is via calendar URLs. All sharable calendar URLs are centrally managed by the calendar administrator by going to Settings > Sharing. Note that these settings are only available while viewing Teamup Calendar in a browser, i.e. not one of our mobile apps. The administrator assigns the appropriate permissions to each link which can be customized to grant different permission levels for each sub-calendar if necessary. See also how to customize access permissions or share only selected calendars.

After setting up the calendar links, the administrator can simply copy and paste the links into email messages and send to the respective users. This is a once off action. Thereafter the users use their designated calendar link to access the calendar, in a browser on any platform, or via our mobile apps. Their link does not change unless there is a change in the organisation structure and this needs to be addressed. See here on managing calendar links.

Additionally, Teamup Calendars can be easily embedded into Websites and social media channels. Teamup also offers a unique capability that allows to share individual events as web pages.

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 the default administrator link on the screen and by email. Here is an easy way to retrieve your admin link if necessary.
  • 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: 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: 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 access link to share all or only selected sub-calendars and assign different permissions to each sub-calendar if needed.

The video (screens to be updated soon) demonstrates the concept of sharing calendar via web links and how to assign access permissions to the links.

ONE UNIQUE CALENDAR LINK FOR EACH USER OR USER GROUP

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. When users or user groups of a calendar need to access different calendar data with different permissions, the administrator can assign one unique calendar link for each user or user group. 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 group or user that will use it for their access.

Sharing Calendar

 

Keywords: share calendar, access control, how others can view your calendar

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