Use Customized Calendar Links for Different User Groups

If you are a small business owner or leader at a non-profit organization, you may find yourself spend a lot of time organizing people, tracking schedules and sharing information. Sometimes less is more. What if you don’t want everyone to see everything but only what’s relevant?

Thanks to its flexibility, you can achieve that easily with Teamup. Here is the story of a music band manager.

Mark manages two bands, each with four members. He spends his time organizing rehearsals, gigs, and travel. He needs a separate calendar for each group that shows only entries applying to that band. So he created two Teamup Calendars, added 4 sub-calendars to each of them, and assigned one sub-calendar to each member. He wants to let the individual band members to keep up to date with their own band but not the other band. Meanwhile as the manager he wants to see all activities, events, etc. for both bands.

Is this possible? He got in touch with the Teamup team.

No problem!

Firstly, Mark merges his two existing band calendars into one by using the new Import feature. Now he has a master calendar with 8 sub-calendars. Since the calendar list is alphabetically ordered, Mark uses a pre-fix (a number or a symbol) in front of each calendar name. This is optional but helps Mark to see the members of each band together visually.

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The calendar administrator sees all calendars[/caption]

He then generated two customized calendar links. One is named “Band 1” that shares only the sub-calendars of band 1, and “Band 2” shares that of band 2 only.

Band 1 members see only calendars of band 1 members

Band 2 members see only calendars of band 2 members

This works fine for Mark now. If he needs more sophisticated access control later, he has the alternative to generate 8 customized calendar links, one for each band member. Instead of sharing the same link with the other members of the band, everyone would get a unique link from Mark with the modify-from-same-link permission to his own calendar but read-only to the sub-calendars of other members of the same band. If a member leaves the band, Mark simply deletes that member’s link without having to change anyone else’s calendar link. Mark could see everything, the band members could see everything for everyone in that band but not the other band.

Have you got a special requirement for sharing information? Learn more about the flexible sharing possibilities Teamup offers, or get in touch with us. We are happy to help.

Originally published at blog.teamup.com on Mar 25, 2016.