Use Teamup to Organize Tradeshow Staffing and Coordinate Teams

A medium-sized food manufacturing company sends teams to 4-5 industry tradeshows each year across the United States with anywhere from 4 to 8 staff members attending each show.  In the weeks prior to each show the team pre-books meetings with their customers which often involve more than one staff member, for example, a sales rep and a technical rep.

In the past the company created a shared “Tradeshow” calendar in MS Outlook to schedule these meetings, but there were always issues with time zones either while scheduling or once they arrive on site.

Continue reading Use Teamup to Organize Tradeshow Staffing and Coordinate Teams

Use Customized Calendar Links for Different User Groups

If you are a small business owner or leader at a non-profit organization, you may find yourself spend a lot of time organizing people, tracking schedules and sharing information.  Sometimes less is more.  What if you don’t want everyone to see everything but only what’s relevant?

Thanks to its flexibility, you can achieve that easily with Teamup.  Here is the story of a music band manager.

Mark manages two bands, each with four members. He spends his time organizing rehearsals, gigs, and travel.  He needs a separate calendar for each group that shows only entries applying to that band.  So he created two Teamup Calendars, added 4 sub-calendars to each of them, and assigned one sub-calendar to each member.   He wants to let the individual band members to keep up to date with their own band but not the other band.  Meanwhile as the manager he wants to see all activities, events, etc. for both bands.

Is this possible?  He got in touch with the Teamup team.

No problem!

Firstly, Mark merges his two existing band calendars into one by using the new Import feature.  Now he has a master calendar with 8 sub-calendars.  Since the calendar list is alphabetically ordered, Mark uses a pre-fix (a number or a symbol) in front of each calendar name.  This is optional but helps Mark to see the members of each band together visually.

Music band gig schedule
The calendar administrator sees all calendars

He then generated two customized calendar links.  One is named “Band 1” that shares only the sub-calendars of band 1, and “Band 2” shares that of band 2 only.

Calendar links for bank1
Band 1 members see only calendars of band 1 members
Calendar links for band 2
Band 2 members see only calendars of band 2 members

This works fine for Mark now.  If he needs more sophisticated access control later, he has the alternative to generate 8 customized calendar links, one for each band member.  Instead of sharing the same link with the other members of the band, everyone would get a unique link from Mark with the modify-from-same-link permission to his own calendar but read-only to the sub-calendars of other members of the same band.  If a member leaves the band, Mark simply deletes that member’s link without having to change anyone else’s calendar link.  Mark could see everything, the band members could see everything for everyone in that band but not the other band.

Have you got a special requirement for sharing information?  Learn more about the flexible sharing possibilities Teamup offers, or get in touch with us.  We are happy to help.

Calendar Access Permission: modify-from-same-link

Teamup offers a unique calendar access permission type that allows the user to be able to modify his or her events but not those of others on the calendar.  The permission is called modify-from-same-link.  We’d like to share a use case where this unique permission makes Teamup a perfect solution for a real-world need.

A calendar administrator asked:  “I have users adding events.  Then some details about the event change.   Can they go back into the event and make the changes? I do not want to be the one to have to change items. There will be lots of events posted and I need the one who posts to be able to make changes as needed.”

Teamup has the perfect solution for this need:  The modify-from-same-link permission.  You create a link with this permission for each person that needs to add and change events, then they will only be able to modify events that they created using the same link. They will be able to view all the other events but not edit them.  Here’s how:

CREATING THE LINK

  1. Unique Teamup calendar access permission: modify-from-same-link To Create a link with the modify-from-same-link permission:
  2. Go to Settings,
  3. Go to Sharing.
  4. Click “Create new link”, give a name (e.g. Linda), leave the permission “modify” as is at this point, click “Save”.
  5. Click “Edit” right next to the newly created link, the Edit Link page appears.
  6. Scroll down, select “Share selected calendars”.
  7. Select “Modify-from-same-link” for the sub-calendar of concern, e.g. Linda, and select “Read-only” for all the other sub-calendars.
  8. Save and exit the Edit Link screen.

USING THE LINK

Unique Teamup calendar access permission: modify-from-same-linkAfter you have created this link, share it with Linda.  When Linda opens the calendar, all existing events on this calendar have the small lock sign, meaning they can not be edited.  But Linda will be able to edit any events she created with her link.

It is then also possible to see which link/user created and last modified the event. This information can be seen when viewing a read only version of an event as explained here.

Some of the Recent User Feedback – Thank You!

In our November edition of Teamup Newsletter, we asked for real-world stories and the true experience of our users.  We are thrilled to receive feedback from all around the world.  We are sharing some of it here, and say a big THANK YOU!

Alexander Owens, Lafayette College,  USA

Teamup has great viewing options from scheduling view to list view plus no need to have a specific account to utilize. These set them apart.

One big plus for my needs which is not available on other products such as Google Calendar or Outlook is that the color of each sub-calendar stays the same regardless who views it. Colors in scheduler view are helpful for space scheduling to know at a glance what spaces are occupied presently.

The most useful feature for us is unlimited users without needing an account.  We have people in various states using different software and they can all view and interact with the calendar.


Feedback from Terje Pettersen, Lebesby Kommune, Norway   

When someone asks when our church is booked a specific day, i can just send them a link to the calendar. Also, if someone asks about an event, i can send them a link to the event in the calendar.

The best thing is how easy it is to share the calendar with others.  No password, just a link.

The easy overview of the calander is the best.  With the specific colors we can choose and easy custom options, it is definitely the most helpful and the main reason to use the calendar.

This calendar have made it very easy for our church members to follow up on the community activities.


Ervin

Teamup has a very interactive user-interface! It is easy to use and now, I can add and edit my events within seconds!  Compared to other calendars, teamup has more features to fit every user’s needs!

The best thing about Teamup is that it is convenient as compared to Google Calendar.  My clients just find it easier to use!  The first time i was introduced to Teamup, I learned how to use it in minutes!  It is just user-friendly!

The “About” feature is the most helpful.  I can always change it and this is a feature most calendars do not have and Teamup just NAILED IT!


Graham Carey, Ipswich Rider Training

The real-time online capacity is brilliant. Its access across multiple platforms (mac, pc, iPhone, android) means that the whole team can see all the critical diary entries. It has taken away confusion and questions and with 24 x 7 access we all know what we are supposed to be doing the next day, next week or whenever.

What we like best about Teamup is the ease of use – no training is required as its intuitive and the clean interface provides for a clean presentation.

We have a team of 12 people and each has a unique colour. This means that at a glance visual awareness of scheduled is always available.

Can’t do without this brilliant product!


Natacha Brisson, TVBL, Canada

It’s the first one we used, before it was a board that was pinned to the wall. So for us, it was a great achievement to go “virtual” :-)

Each employee can use it.  We love the simplicity of it! It’s so user friendly and easy to understand. The different colors that helps us identify each employee and the tasks that we expect to be done by a certain date.


Peter Panizzi, Auburn University, USA

We tried Outlook shared calendars for instrument sign-up and resource management but that was too difficult to be broadly implemented.

With Teamup, unlimited users can access is the best.  As transparency is always an issue at the university level it is nice that individuals do not need to login to see what is available at a given time.


 

Life is Easier with Teamup

 

Story from Carole Jeske, USA

I’ve used TEAMUP twice now in very critical times of need. The first time was June 2014 when I worked at an animal shelter. We had 9 puppies born and needed to hand feed them and medicate them. This meant we needed to rely on many hands! I used TEAMUP and it worked great! Being a nonprofit and not having much money, it was a great tool.

I’m now working in a hospital and in charge of the schedule. I’d like it to be self scheduled and flexible, so again I came back to TEAMUP. Thank you for making life easy!


Thank you Carole for sharing such a beautiful story.  It is very motivating to learn that our work makes life easier for so many people around the world, and how non-profit organizations with limited budget can make great use of our free services.  Best of luck to you with your better coordinated and more productive team through flexible self-scheduling in a hospital environment.


We are thrilled to receive user stories and feedback from all around the world.  We are sharing some of them here, and say a big THANK YOU!

 

How to Jazz Up Events with Images

Most calendars are made only for entering textual information about meetings and appointments, the usual what, who, where, and when in plain text.  If you are using Teamup just like that, you are missing out something that’s nice and pleasant.

Teamup is a different kind of calendar.  Think of the lively people and vivid activities you are organizing along the timeline of your team, your community, your projects, or even the jobs you are scheduling for your service crew at the client sites.   One of the unique things about Teamup is the ability to display images in the event details right on the calendar.  It is more than putting down the date and time for an event.  It is a way to organize and communicate an event to the relevant stakeholders.

Display Image in Calendar Event

If you are viewing your calendar in the List or Agenda view, and the “Show details” box is checked, any images in events are displayed as shown below.  This is a community event when the event flyer is directly inserted into the event details:

frost-pumpkin-flyer
Figure 1. Event flyer is displayed in event details as an image

As a comparison, this is how it looks when the same information is entered as text with a link to the flyer:

2. Event details are entered as text with link to the flyer
Figure 2. Event details are entered as text with link to the flyer

There is more than what is displayed within the calendar.  If you click or right-click the title of the event, select “Share” then “as page”, you can see the event in Figure 1 being displayed as an independent web page which can be easily shared further with a click of a button in the top right.

How to Add Images for Inline Display

If you have a theme picture for your Christmas party, add that picture to the event you are planning on your calendar.  If a nicely designed event flyer has been created, display the flyer in your event details.  If you have a Premium subscription, you can directly upload an image from your local computer.  This can be done easily using the toolbar options in your event editor after clicking on the “More” button:

insert-image

It is perfectly fine to make good use of the free options if you can obtain the image URL (right-click an image you want to use then select “copy image URL”) or it is available in your Dropbox.  It is also possible to upload images directly from your computer or one of the popular online storage services with a subscription plan.  Learn more about file uploading.

What do you think of displaying images in event details?  The holiday season is just around the corner.   Jazz up your event display by inserting a nice image.  Good luck with lots of participants and have fun.

How to Make Everyone View the Calendar in Local Time Zone

A user asked: “We will be sharing the calendar with people who live across the U.S.; how can we set the meeting time (in one time zone) to automatically integrate to their calendar when sharing in their own time zone?”

A Teamup Calendar can work very well in that kind of situation.  You do need to enable the automatic time zone conversion in Settings -> General Settings:

set-time-zone-conversion

Now if you set up the meeting on your calendar in your time zone, and the others in other parts of the world are viewing their calendars in their local time zone, then it will show at the corresponding time.

So a meeting is set up at 10am by someone in Chicago, then it will show up as a meeting at 11am in New York for a person viewing the calendar in New York.

If that person is in Berlin, Germany, now but will be in New York at the meeting time, from his own calendar view he can choose the New York time zone to display the exact time of the event.  This can be done by selecting the expected time zone from the calendar view:

time zone display on Teamup

Give it a try if you work with teams across multiple time zones, or if you just travel often and need to convert it to your local time.

Read more on Time Zone handling with Teamup Calendar.