How to Organize Teams with a Teamup Calendar

Organize your team with a powerful, customizable Teamup calendar

When you organize your team with a Teamup calendar, you can maintain centralized control and security while providing autonomy and flexibility.

As a team leader, you know that organizing and communicating with your team can take up most of your working hours.  Sometimes the systems and methods that worked in the past need a major upgrade. The tools that work best allow you to give more autonomy to your team, while maintaining streamlined, central management. And, of course, it’s important to keep information secure.

A powerful, intuitive, and customizable Teamup calendar might be just the thing. Take a look.

  1. Create your Teamup calendar
  2. Create sub-calendars for your team
  3. Create and share calendar links with your team
  4. Make Teamup work for you

Create your Teamup calendar

Start by creating a new Teamup calendar here. It’s a quick and easy process. It’s free to create a new calendar on the Basic plan, and you can upgrade at any time. Or try a free trial of the Plus, Premium, or Enterprise plan, then decide as you set up your calendar which pricing level is right for you. See a full comparison of plan features here.

If you have a Teamup user account (they’re also free), you can add your new team calendar to the calendar dashboard.

You’ll receive a confirmation email with the administrator link for your new Teamup calendar. Open the calendar with that link and take a look at the calendar settings. You can access the calendar settings from the blue menu in the top right corner of the calendar:

Organize your team with a powerful, customizable Teamup calendar
Access the calendar settings to manage sub-calendars, calendar links, and more.

Good to know:

  • Your administrator link is important and should be kept secure. Use it when you need to access calendar settings, and only share it with someone who is authorized to act as calendar administrator. For daily calendar use, we recommend creating a calendar link with Modify access permission for yourself (details below). Use your administrator link as needed to access the calendar settings. This will help prevent accidental changes to your calendar settings.
🔗 What You Need to Know About Your Administrator Link

Create one sub-calendar for each team member

To organize your team, start by creating a sub-calendar for each team member. Before you do, though, think about how you want to organize the sub-calendars.

For smaller teams, it’s often good to keep it simple. Create one sub-calendar for each team member and don’t worry about folder organization. You can create an additional sub-calendar for  All Team Members or Team Meetings, if needed.

Here’s an example of a simple team calendar for one small team:

Organize your team with a powerful, customizable Teamup calendar
A simple team calendar with a sub-calendar for each team member.

For larger teams, or for managing multiple small teams, use folders and color-coding to organize. You can group each team’s sub-calendars into a folder, as shown below:

Organize your team with a powerful, customizable Teamup calendar
A team calendar wth individual sub-calendars organized in folders and color-coded.

In this example, the individual sub-calendars are grouped into folder, according to team. Each team is color-coded: the Sales/Service team members each have a sub-calendar in a shade of blue. There are over 40 color choices to use for color-coding your team’s sub-calendars.

To create a sub-calendar, go to Settings > Calendars. Click the blue New button in the top right. Select Add Calendar. Enter the name of the sub-calendar, select the color, and click on Save.

Organize your team with a powerful, customizable Teamup calendar
Go to Settings > Calendars > New > Add Calendar. Set the sub-calendar name and color, then click Save.

To create sub-calendars in a folder, follow the same process but include the name of the folder before the name of the sub-calendar:

Organize your team with a powerful, customizable Teamup calendar
Enter the name of the folder, then the > character, then the name of the sub-calendar.

You can nest folders for deeper organization, if needed. For example, if you have a large content team, with several team members focused on research and writing, and other team members focused on multimedia production, you could create a nested hierarchy:

Organize your team with a powerful, customizable Teamup calendar
Use the > symbol to create nested folders for an organization hierarchy. See the resulting sub-calendar list on the right.

Good to know:

  • You can change how sub-calendars are organized any time without affecting the calendar data on the individual sub-calendars. Remove, rename, or reorganize folders and sub-calendars as needed. You can also deactivate sub-calendars, then activate as needed. If a sub-calendar is no longer needed, you can permanently delete it. All sub-calendars you create are under your control, as calendar administrator.
🔗 How to Use Teamup’s Color-Coded Sub-Calendars

With Teamup, you can use unique calendar links to grant access to the team calendar. This allows you to keep information secure and confidential, when needed, while also allowing you to give your team autonomy and flexibility. You maintain control, but your team members can work confidently and efficiently.

Here’s how it works:

  • You’ll create a unique calendar link for each team member. As the calendar administrator, you always have control of all calendar links. So you can see a list of all calendar links from the calendar settings. You can deactivate or delete calendar links when they are no longer needed. For example, if an employee leaves, you can simply revoke calendar access by deleting the calendar link for that employee. Tip: Name each calendar link for the person or group who will be using it, so it’s easy to remember which link belongs to which person.

🔗 10 Best Practices for Shared Calendar Links

  • You’ll decide which sub-calendars to include in each calendar link. If you want to your team members to see all the sub-calendars, you can include them all. Or, if you want to give access to selected sub-calendars only, you can select the sub-calendars to include in each individual calendar link. You can even create a calendar link and include only one sub-calendar. For example, if you have a sub-contractor helping with a particular project, you can create a calendar link that includes only the sub-calendars related to that project. (And when the project is over, you can deactivate or delete the calendar link you gave to the sub-contractor, so they can no longer access the calendar.)

🔗 Share Your Calendar Securely with Customized Calendar Links

  • You’ll assign the access permission level for every sub-calendar you include on a calendar link. There are two ways to do this: you can assign one access permission level for all sub-calendars included, or you can set the access permission individually for each sub-calendar you include. There are nine levels of access permission, and you can use these to maintain confidentiality, protect information, and provide the right level of autonomy to each team member.

🔗 How to Share Calendars with Flexible Access Permissions

Once you’ve created a calendar link for each team member, you can share it with them. Go to Settings > Sharing, scroll to find the correct calendar link, then use the Copy icon to copy the calendar link. Then you can share it with the team member via email, intranet, or your preferred messaging system.

Organize your team with a powerful, customizable Teamup calendar
Copy the calendar link for the team member, then share it with them.

Good to know:

  • You can also modify existing calendar links: add or remove sub-calendars or change access permissions as needed. To see a list of calendar links, go to Settings > Sharing. From there, you can deactivate or activate calendar links using the toggle to the left of each link. Or you can click the Edit icon on the right of any link to see the sub-calendars and permissions and make needed changes.
🔗 Managing Calendar Links: Add, Change, or Delete User Links

Make your Teamup calendar work for your team

Once you have your team calendar set up, and you’ve shared calendar links with your team, you can explore more ways to make Teamup work for you and your team.

  • Install and use Teamup mobile apps: try out the Teamup mobile app for iOS or Android. Full functionality in a streamlined, mobile package so everyone can work on the go, stay updated, and keep communication flowing.
  • Explore Teamup’s features to see how they can make life easier for you and your team:
    • Custom event fields to track workflow, priority, or status, keep customer information, include project details, and systematize processes.
    • Event signups to assign tasks or projects, track participants, book appointments, and plan team events and meetings.
    • Event comments to keep internal notes, discuss projects and events, log decisions and details, gather feedback, and have time-stamped records.
    • Event pages to promote and share events, keep track of project information, collaborate with sub-contractors, and communicate with clients.

Ready to get started? Try one of our live demos to test out all the features, or Create your team calendar today.


Photo by Natalie Pedigo on Unsplash