Calendars and sharing

Kinds of calendar, visibility settings, and how to share a personal calendar.

Add personal and organization calendars, decide who sees what, and share a personal calendar with colleagues.

Kinds of calendar

Kind For Who can see and change it
Personal Your own diary. Yours plus any others you add. You. Everyone else sees what you allow.
Organization A team, room, vehicle or other resource. Roles on the Calendars app.
From records A record type shown by a date field. See Calendars from records.

Every member gets a primary personal calendar automatically. It cannot be deleted.

Add a calendar

  1. Click Add calendar in the left pane.
  2. Choose the kind: Personal ("Yours — share it with whoever you like."), Organization ("A team, room or resource calendar governed by roles.") or From records ("Show a record type by one of its dates — deliveries, due dates."). The last two are disabled unless you have Full control on Calendars.
  3. Fill in Name (required), Colour and Time zone. For organization and records calendars also a Key: what roles and the booking link use to address it, lowercase letters, digits, - or _, 2 to 64 characters, cannot be changed later. It is made from the name if you leave it empty. Keys starting with u- are reserved.
  4. Click Create calendar. You see " created".

What others can see (visibility)

In Settings › General choose what everyone in the workspace sees:

Option Personal calendar Organization calendar
Nothing Nobody else sees it unless you share it. Only people whose role grants calendar access.
Free / busy only Everyone sees when you are busy, with no titles. Everyone sees when it is taken. Good for rooms.
All event details Everyone sees your events in full. Private events stay Busy. Everyone sees its events in full.

New personal calendars default to Free / busy only, organization calendars to Nothing. Visibility never lets people change events. Events marked Private show details only to people who can edit.

Share a personal calendar

  1. Click the gear next to the calendar › Sharing tab.
  2. Enter the Teammate's email or tick Share with everyone in the organization.
  3. In Can choose See free/busy, See all details, Make changes or Manage.
  4. Click Share. You see "Shared".
  5. Remove access with the x button (Stop sharing).

"Make changes" lets them add and change events. "Manage" also lets them change the calendar's settings. The list shows each person or "Everyone in the organization" with a badge: Free/busy, Details, Make changes, Manage. A calendar can have up to 200 shares ("too many shares on this calendar").

Organization calendars cannot be shared this way. Give people the Calendars role instead ("organization calendars are shared through roles"). To limit access to one calendar, an advanced role statement can name the calendar key.

Delete a calendar

Open settings › Delete calendar › confirm "Delete ? Every event on it is deleted too. This cannot be undone." Your primary calendar cannot be deleted.

Troubleshooting

no member of this organization has that email Share only with workspace members.

that is the calendar's owner You cannot share with the owner.