Show who's been assigned to an event without giving access to their sub-calendars

If a user has access to specific sub-calendars only, they will only see those sub-calendar(s) on any event. This is often an ideal way to set up a calendar. It's secure, keeps calendar views decluttered, helps people focus on their own schedules, and can prevent conflicts or issues without confidentiality. 

However, sometimes this setup can be tricky if you want staff members to know who else is assigned to a task, project, or meeting. 

For example, calendar user Frank has access to his own sub-calendar only. He does not have access to the sub-calendars for his coworkers, Mary and Tim. 

If their manager schedules a meeting and adds it to all three sub-calendars (Frank, Mary, and Tim), Frank will see the event on his own sub-calendar. But he will not see the other sub-calendars it has been assigned to, since he does not have access to those. 

Show who's assigned to an event (without sharing their sub-calendars)

There are several ways you can let users know this information (e.g., who else will be attending a meeting) without giving them access to the other sub-calendars.

You could use one of these options:

1. Add the names of all the assigned sub-calendars to the event title.
2. Add the names of all the assigned sub-calendars in an event comment. Make sure all users can see comments.
3. Set up a custom choice field with as a pre-populated user field. When you create an event, assign the appropriate sub-calendars and then ALSO select the corresponding options from the user field options. 
   

   

Any one of these options will take only a few more seconds and will allow users to see other assignees without being given access to their sub-calendars.