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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. 

Video: How to share your calendar with other users

Managing calendar access 

Teamup makes it easy to share calendars with people outside your organization who do not have a user account. You can grant calendar access via shareable links.

All sharable links 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.

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.
  4. Name the link, then scroll down to choose which sub-calendars to include.
    • You can include All sub-calendars or Selected sub-calendars. 
    • You can adjust the included sub-calendars at any time.
  5. 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.  
    • You can adjust the access permissions at any time. 
    • See more details about each level of access permission below.
  6. Click the green Save button.
 🔗 See how to customize access permissions or share only selected calendars

You can view all your shareable links on the Settings > Sharing screen.

This list will include user and group access listings as well as all shareable links. The shareable links are designated by a green link symbol. 

You can click the shareable link to open it in your web browser, click the Copy icon to copy the shareable link, or manually copy and paste the link as desired. 

Once a user has their designated calendar link, they can use it to access the calendar in a browser or via one of the Teamup mobile apps.

The calendar link does not need to be changed unless there is a change in the sub-calendars or level of access that an individual or group should have, or if the shareable link was used for temporary access and is no longer needed. In that case, you can modify, deactivate, or delete the shareable link:

  • Click the toggle button beside the link to deactivate or activate the link.
  • Click on the name of the link or click the Edit icon to open the options for the link; you can adjust the settings or delete the link as desired. 

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 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.

Sharing calendars with users, groups, and links

As mentioned above, Teamup allows you to give account-based calendar access to Teamup registered account users. 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. This has not changed: we are simply adding more functionality. 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 February 21, 2020