How to Change the Calendar Administrator

When roles change and you need to change the calendar administrator, here’s what to do. You’ll be up and running–and secure–in just a few minutes.

The calendar administrator is an authorized calendar user who has administrator access to the calendar.

Administrator access is assigned by granting administrator-level access to a calendar user.

Administrator access is significantly different than all other access permission levels, because it gives full access to all calendar settings. Anyone with administrator access has full power over the master calendar and all sub-calendars: they can see and modify all events, make any changes to events or sub-calendars, and can add, remove, or delete users, groups, or shareable links. With administrator access, they can even delete the entire calendar.

Obviously, the power of the calendar administrator is not one to take lightly.

To maintain a secure calendar–and ensure that administrator access is only granted to authorized people–here’s what we recommend:

  • Only assign administrator access via a user account to an authorized individual to make changes to the calendar settings.
  • Limit administrator access to such individuals; do not provide administrator access to people who need to work with the calendar events, but not the calendar settings. For these individuals, provide modify permission. See details below.
  • Do not assign administrator access to a shareable calendar link.

Administrator v modify permission

For individuals who need control over calendar events, the modify permission is adequate. The modify permission allows an individual to interact with, create, edit, delete the calendar events: so if you need someone to manage the calendar once it is set up, simply grant that person Modify permission for all sub-calendars. On the other hand, if you want someone to be able to adjust calendar settings, add or delete sub-calendars, add or change custom event fields, etc., then that person needs administrator level permission.

It’s a frequent scenario in a business or other organization that the calendar administrator role will change over time, being passed on from one person to another. It may be helpful to have one supervisor in the organization who retains administrator access to the calendar simply to assign or revoke administrator access as needed.

Here is how you can change the calendar administrator for your Teamup calendar:

  1. Set up the new administrator as a user with admin privileges
  2. Revoke admin privileges for the existing administrator
  3. Review all shareable links and notification subscriptions.

Set up the new calendar administrator

To set up the new calendar administrator, here’s what to do:

  1. Open the calendar with administrator access.
  2. Go to Settings > Sharing.
  3. Find or add the user who will be the new calendar administrator.
  4. Grant administrator access to the new administrator.
  5. Change the admin email address.

To change the admin email address, open the calendar with the old administrator link and go to Settings > General Settings. Change the email address in the Admin Email section to the email for the new calendar administrator. Your changes will be saved automatically.

Grant administrator access to the new admin

Open the calendar with administrator access. Go to Settings > Sharing.

Find the individual who will be the new admin in the list of users. If they are not currently set up as an account-based user, add the individual as a user:

Add a user to change the calendar administrator
Add the user who will be the new admin if they are not already an account-based calendar user.

Grant administration permission to the user who will be the new admin and save your changes:

Grant administrator permission carefully for your Teamup calendar
Check the Yes box to grant administration permission to the user who will be the new calendar admin.

Revoke administrator privileges for exiting individual

  • Open the calendar with administrator access.
  • Go to Settings > Sharing.
  • Find the exiting administrator in the list of users:
    • Remove the exiting administrator as a calendar user (completely) or
    • Revoke administrator access and set new access permissions for the exiting administrator as needed.

If you’ve created your calendar prior to September 2020, you may be using a link with administrator access which is not associated with a user account. To keep your calendar secure, switch to user account-based administrator access only. For the link, delete or deactivate the link. If you wish to keep using the link, change the permission setting. Premium users can also add a password to the link.

If you cannot access your administrator link, and do not have a user set up with administrator permission, please contact support@teamup.com with the following information:

  • Any link you may have to this calendar
  • An email from a superior vouching for the new administrator as being eligible to administrate the calendar, preferably from an email address with your company domain name.

It’s a good idea at this point to review all existing calendar links and notifications, and deactivate or delete any that are outdated.

Go to Settings > Sharing to review all calendar links. Take special care with those which have Modify permission, ensuring that they are valid and up-to-date. If you’re unsure about any of the calendar links, but don’t wish to delete them, you can deactivate them temporarily. Slide the toggle to the left of a calendar link to deactivate it: when the toggle is red, the link is deactivated. You can reactivate the link once you’ve determined that it is usable.

To review notification subscriptions, go to Settings > Notifications. You’ll see a list of all active notifications. If the old calendar administrator has a subscription, you can delete it (click the Edit icon, then click Delete in the top right) or deactivate (use the toggle on the left side).


Photo by Kobu Agency on Unsplash