Calendar Setup Tip: Build a structure that scales

When planning a new calendar, it’s natural to focus on getting events onto the schedule. But as teams begin using a shared calendar, they often discover it becomes much more than a scheduling tool. It evolves into a central place for coordinating people, resources, projects, and the information needed to get work done.

Taking a few minutes to design a scalable calendar structure from the beginning makes it easier to stay organized as your calendar grows.

Keep these best practices in mind:

• Use sub-calendars to organize information. Create sub-calendars for different teams, projects, resources, event types, or locations. This keeps the calendar easier to navigate and makes it possible to filter the view when needed.
• Keep the structure organized. While sub-calendars are powerful, they work best when they’re thoughtfully organized. Use folders to group related sub-calendars together so users can quickly find what they need without scrolling through a long list.
• Consider all scheduling factors. Scheduling is multi-dimensional. Organize the primary scheduling factors, such as team members or resources, with sub-calendars. Use custom fields to capture and track other details that affect scheduling.
• Think about long-term scale. Some organizations operate best with a single master calendar that can keep separate locations, departments, or projects in one place for a combined overview. Other organizations may benefit from separate master calendars for different regions or business units. Consider how the calendar may grow over time and choose a structure that will continue to work as your organization expands.

Get more help with calendar setup in our

🔒 Essential Guides for Calendar Admins

• How to Set Up Your Calendar Securely
• What You Need to Know About Administrator Access
• Share a Calendar Securely with Customized Access Permissions
• When and How to Safely Use Shareable Calendar Links
• Organize and Color-Code with Sub-Calendars
• Build an Organized but Flexible Calendar Structure
• ▶️ Access and Adjust Calendar Settings
• ▶️ Create and Organize Sub-Calendars
• ▶️ Add a Calendar User