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, add the master calendars to your app’s Dashboard for easy access.
    • On the iOS app, the calendar dashboard via your user account is currently not synchronized with the dashboard on the iOS mobile app.
    • On the Android app, the calendar dashboard via your user account is synchronized with the dashboard on the Android mobile app, as long as you are logged into your user account on the mobile app.
  4. Create and distribute customized calendar links, with appropriate access levels, to the appropriate master calendar for each team member.
  5. For each team, you could also designate one senior team member to act as the calendar administrator and give that person access to their calendar’s administrator link.
  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. Create customized access links for members of each team; you can give access to only the sub-calendars relevant to each team.
    • If you want one team to see only their sub-calendars, include only their sub-calendars on the links you create for them.
    • 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. On your mobile app, 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.

Learn more:

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