Methods to limit access to a calendar only on the business premises

You may share a calendar with employees that you only want them to access while working, at the business location.

For example, your business has a calendar of appointments that contains client information. Staff members need the appointment schedule and client information while working, so they can do their jobs. However, in order to protect client confidentiality, it's important that the calendar is not accessible to staff members otherwise (e.g. after work hours, away from the business location, on their personal devices). 

If you've given employees access to the calendar via a shareable link or with account-based access, then they can in theory access the calendar from any device at any time.

Here are some ways to control when and where employees can access the company calendar. 

Method 1: Set up a calendar display

This is the best and most secure method. Instead of sharing the calendar with staff members via shareable link or account-based access, set up a display of the calendar on a monitor or tablet that always stays at the business location.

• Create a calendar link with the appropriate permission needed for staff members (e.g. read-only permission, if employees only need to view the calendar information). 
• Enable password protection for this link.
• On the display device, use the password-protected link to open the calendar in a browser window. 
• Employees can access the calendar via this device as needed while working, but would not have access to the calendar otherwise. 

Method 2: Use a password-protected link

This method requires manual management, but would prevent employees from accessing the calendar on their personal devices. 

• • Create a calendar link with the appropriate permission needed for staff members (e.g. read-only permission, if employees only need to view the calendar information). 
  • Enable password protection for this link.
  • You would then need to enter the password on work computers/tablets so employees can access the calendar at work. If they closed the browser tab or app, you'd need to enter the password again so they could regain access to the calendar. 
• Alternate: Instead of using one link shared by all employees, you can create a separate link for each employee. This way, you can see which employee has added or modified events on the calendar. Name each link for the employee using it, set appropriate permissions, and protect each link with a unique password. 

Method 3: Deactivate calendar links after work hours

This method requires manual management and does not prevent employees from accessing the calendar on their personal devices while their link is active (during work hours). However, instead of having to enter a password on each work device/computer, you could simply access the calendar settings on your own work computer to activate or deactivate links as needed.  

• Share the calendar with each employee via a shareable link. Be sure to name the link specifically so you know which employee is using it and set appropriate permissions. 
• Activate the link when the employee starts work.
• Deactivate the link when they leave at the end of their shift.