Manage Calendars for Multiple Teams

Here’s a user question about managing calendars for multiple teams within an organization:

“My organization is currently using the Teamup Calendar. I would like to add another team to the calendar and there will be some shared permissions and some that are specific just to that team to view the calendar. How does it work with the calendars for two distinct teams and/or with the app?”

Teamup is as unique as you are, which means there are many ways to make it work. Here are two primary options to get you started.

Option 1: Separate master calendars

For this scenario, you’ll be creating a separate Teamup master calendar for each team you manage.

  1. Create one master calendar for each team.
  2. Bookmark the master calendars separately, or add them to your calendar Dashboard. To acquire a calendar dashboard all you need is a Teamup user account.
  3. On your Teamup mobile app (iOS or Android), add the master calendars to your app’s Dashboard for easy access.
    • Your calendar dashboard automatically synchronizes with the dashboard on the mobile app, as long as you are logged into your user account on the mobile app.
  4. Add team members as calendar users for the appropriate master calendar. Be sure to use appropriate access levels. You can also create groups, and organize users in groups for easier management.
  5. For each team, you could also designate one senior team member to act as the calendar administrator and give that person administrator access to the calendar via their user account.
  6. Get a single overview of all the master calendars you’re overseeing: add an iCalendar feed for each master calendar to your own calendar (or create a separate calendar to function as your “Team Overview” calendar).

Option 2: Organize teams in folders

In this option, you use one Teamup master calendar to manage multiple teams. Keep teams organized and separated by using folders.

  1. Create one master calendar (or use a master calendar you’ve already created) to manage both teams.
  2. Create a folder for each team, and group all the sub-calendars for that team inside the folder.
    • Use nested folders as needed to create more detailed organization for each particular team.
  3. Add each team member as a calendar user; give access to only the sub-calendars relevant to each team.
    • If you want one team to see only their sub-calendars, give them access to only their sub-calendars.
    • If you want the teams to be able to view but not modify each others’ sub-calendars, use the read-only access level (for the “other team’s sub-calendars”) and modify access level (for “my team’s sub-calendars”).
  4. Use the toggle on the sidebar to filter and view the sub-calendars you want to see at any given time.
    • Toggle an entire folder off or on to view each team’s set of sub-calendars, easily.
    • Or toggle individual sub-calendars off and on, as needed.