Share Selected Event Information from a Teamup Calendar

Teamup has multiple access permissions that provide granular control over calendar sharing. In some scenarios, you may want an option to share some event details, but not all. Here’s a way to do that by using two Teamup master calendars.

Access permissions for sharing event details

An option between read-only and no details

Read-only sharing

Perhaps you want to share project updates with a client. Create a read-only link that includes the relevant project sub-calendars, and give that link to your client. Then your client can view (but not add, modify, or delete) all the events and event information on those project calendars.

No details sharing

Or you may want to show a client your availability. But they don’t need to see the details of your calendar. Provide a read-only, no details link that shows your calendar with scheduled events as Reserved, and no event details included.

Some details, not all details

Sometimes you need a sharing solution that’s a bit in-between. You might want to share some event information, like a job status or project update with customers. But you don’t want to share all the event details.

How to share selected event details from a Teamup calendar

Overview

This solution requires two separate Teamup master calendars. One is the Source calendar: this is the internal calendar you’re already using, which contains all the events and event details. The second is the Shared calendar, which you’ll make visible to the third party. You will set up a feed from the Source calendar to the Shared calendar, then adjust the settings on the Shared calendar to only show some event details, not all.

Get the Source calendar ready

In the Source calendar, you’ll create custom fields and read-only links.

Create custom field(s) for shared event details

Create a custom field for the event information you want to show on the Shared calendar, e.g. Job Status.

• Note that the event title, calendar name, and event time/date will always be visible on the Shared calendar.
• You can use/create multiple custom fields to include on the Shared calendar. If using choice fields that will be sent to the Shared calendar, do not assign emojis to the fields on the Source calendar.

Create read-only links

Next, you’ll need to create read-only links for the sub-calendars you want to sync with the Shared calendar.

1. In the Source calendar, go to Settings > Sharing > Create link.
2. Create a read-only link for each client/third party. This link will include the specific client’s sub-calendar. You’ll use this link to create a client-specific iCalendar feed from the Source sub-calendar to the Shared calendar (more details below). Here’s an example.

Set up the Shared calendar

Create a new Teamup master calendar to use as the Shared calendar.

In the Shared calendar, you’ll create duplicate custom fields and deactivate event fields.

Create duplicate custom fields

In the Shared calendar, you need to duplicate any custom fields from the Source calendar that you want to make visible on the Shared calendar.

• The name of the duplicate custom field(s) must be an exact match.
• If creating a duplicate custom choice field, you can assign emojis in the Shared calendar. Make sure the name of the field and the name of each option match the field in the Source calendar.

Deactivate event fields

You can deactivate any built-in event fields you don’t want visible in the Shared calendar.

1. Go to Settings > Event Fields.
2. Adjust the toggle button to Red/Off for any event fields you want to hide.
   • Be sure to disable the Description field, since it contains all custom field contents for fields that were not duplicated on the Shared calendar.
     

Sync the Source calendar to the Shared calendar

Get the iCalendar feed URLs

For each read-only link created from the Source calendar:

1. Open the link.
2. Copy the iCalendar feed URL.

Create the iCalendar feeds

In the Source calendar, create an inbound iCalendar feed for each URL copied above:

1. Go to Settings > Calendars.
2. Click New > Add iCalendar Feed.
3. Name the feed appropriately and paste in the feed URL.
4. Save the feed.
   

Create secure links to the Shared calendar

Now you’re ready to set up calendar access to the Shared calendar.

You’ll create a separate read-only link to the Shared calendar for each client (or other third-party you want to share this information with).

In the Shared calendar:

1. Go to Settings > Sharing.
2. Click > Create Link.
3. Name the link appropriately.
4. Choose the sub-calendar(s) you want to include in this link. The sub-calendars are the iCalendar feeds. So, for example, you’d include Client ABC sub-calendar in the link for Client ABC.

The result: automated updates with limited event details

Here’s the result, demonstrated with a single event. On the Source calendar, all the event fields and thus, all the event details, are visible. That’s perfect for internal use.

On the Shared calendar, only the event title, calendar, status, and delivery location fields are visible. The client can see just the relevant information, without seeing the internal-only details. The events stay synced automatically, so if the Status is changed on the Source calendar it will also be updated on the Shared calendar (though with some delay, due to the feed refresh rate).