Best practices for managing calendar access

Here are some frequently asked questions and best practices for sharing calendar access with others.

How can I share a Teamup calendar with others? 

You can share a Teamup calendar by adding users. Only a calendar administrator can add users. Adding a user by email (account-based access) is the default choice and provides the most secure and convenient option for sharing Teamup. 

You can also create shareable calendar links; however, they do not provide the security needed to safeguard confidential information and are only appropriate in some cases.  Shareable calendar links are meant for calendars that will be shared publicly or with a large group. Secure read-only links are also used for embedding calendars. 

ℹ️ Learn more about sharing a calendar securely 

How do I know what kind of access someone has?

When someone has account access (added with email), they will need to login here (or in the Teamup app) with their email and password to access the calendar. 

If someone has access via link, they only need to type or paste the link into their browser (or the Teamup app). 

⚠️ Keep in mind the security implications: If an unauthorized person has an account-based calendar URL, they won’t be able to use it. But if someone gets a shareable calendar link, they will be able to use it since it does not require login.

As the calendar administrator, you can manage calendar links and review and modify user access.

ℹ️ How to tell if calendar access is by email or link

How do new users set up a user account? 

When you add someone as a user, they will be sent an invitation via email to access the calendar.

• If the individual already has a Teamup user account, the calendar will be added to their dashboard automatically. They can simply log in to access the calendar.
• If they do not yet have a Teamup user account, they can follow the link in the email invitation to activate an account, then log in and access the calendar.

If someone has access to a public calendar through a shared read-only link, they can still create a free Teamup user account and add the link to their dashboard so it's convenient to use. 

ℹ️ Learn more about the benefits of a Teamup user account

I already gave someone a link; how do I add them as a user?

For security reasons, it's typically best that each user has only one way to access the calendar. And it's best to set up users with account access rather than links. 

If you or others on your team are using shareable calendar links to access the calendar, you can switch to account-based access. For each person, first add them to the calendar as a user, then delete their calendar link.

ℹ️ How to switch to user account access

What do I check if a user's access is different than expected?

If there is a mismatch between what you expect a user to be able to see/do and what they can see/do:

• A user with read-only access is able to change calendar events. 
• Or, someone with modify access is not able to change calendar events.
• Or someone can't see sub-calendars that they should be able to access.
• Or someone has access to sub-calendars that are not shared with them.

Check what access they are using. The user might be using a calendar link rather than their user account access.

On a browser: Check the top right corner of the calendar. If a link icon is showing, the person opened the calendar via link rather than user account. 

On the Teamup app: Open the left sidebar. The user avatar and name should be displayed. If a link icon shows, they have opened the calendar via link. 

You can deactivate any calendar links that may have been shared in the past, and instruct this user to log in to their Teamup account and open the calendar from their dashboard.

Best practices for managing calendar access

• • Add users by email for more secure and convenient user account access. 
  • Share only the sub-calendars that each user needs. 
  • Ensure that access permissions are appropriate for each user.
  • Regularly review access: 
    • Deactivate or delete any links that are outdated or that you’re unsure about.
    • Remove any users who should no longer have calendar access.
  • Only use links for embedding or public sharing. In all other cases, replace calendar links with account access.