Scenario: A research team at a medical school conducts clinical studies. The team members need to see each others' availability so they can schedule appointments, meetings, and other tasks that need to be done as part of the study.
To set up a calendar for this scheduling scenario, start with sub-calendars that represent individuals. You can organize the sub-calendars in folders by team, role, department, lab, or whatever makes sense for your research.
You can also add sub-calendars for things that affect everyone but don't "belong" to a specific individual. For example, in the calendar above there's a sub-calendar for Clinic > Events/Hours. This calendar contains holidays, events, and any changes in the normal working hours for the clinic.
You can use event fields to capture key details, such as a participant ID for appointments. This way, you could track and filter appointments, follow-ups, phone calls and so on without putting confidential information (such as participant name) on the calendar.
Note that you can also share sub-calendars with read-only, no details access permission. See more details below.
There are lots of ways to use custom choice fields, too: assign a status or category, track a workflow, or note documentation changes. The beauty of custom fields is that you can customize them to fit your needs, so they make work more efficient and capture the information that matters for what your team is doing.
Account-based access works best for team members. It's more secure, and they can simply log into their account to access the calendar. Customize access for each team member so they can see and do what they need to for their role:
Sometimes you may need to share events with collaborators from other facilities, and still protect the confidentiality of the information on the calendar. You can create a shareable calendar link with "Read-only, no details" permission for the sub-calendars you need to share. Your collaborators would see only "Reserved" for the events on the calendar, and wouldn't be able to see any event details.