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 any calendar user who has administrator access to the calendar.
Administrator access can be given through the administrator link or by granting administrator-level access to a calendar user.
The administrator link
The administrator link is significantly different than all other shareable calendar links, because it gives full access to all calendar settings. So, anyone with access to the administrator link 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.
The administrator link is created when you first create a Teamup calendar. To maintain a secure calendar–and ensure that administrator access is only granted to authorized people–here’s what we recommend:
- Open your calendar with the administrator link.
- Give yourself (or the appropriate individual) administrator-level access as a calendar user.
- Add a password to the administrator link and use it only as needed (to change admins, when an individual leaves, team reorganization, etc.).
Administrator v modify permission
If needed, grant administrator level access to any other authorized individual who needs full access to the calendar settings. Be sure, however, that this individual needs to access the calendar settings.
In many cases, the Modify permission is adequate. 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.
Here is how you can change the calendar administrator for your Teamup calendar:
- Set up the new administrator as a user with admin privileges
- Revoke admin privileges for the existing administrator
- Update the calendar administrator link
- 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:
- Open the calendar (with the admin link or as a user with admin privileges).
- Go to Settings > Sharing.
- Find or add the user who will be the new calendar administrator.
- Grant administrator access to the new administrator.
- Go to Settings > General Settings.
- Change the admin email address.
Revoke administrator privileges for exiting individual
If the exiting administrator is an account-based calendar user with admin privileges, it’s important to revoke the admin privileges:
- Open the calendar with the administrator link.
- 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.
Change the calendar administrator link
If you’ve been using an administrator link, and you need to change the calendar administrator, here’s what to do:
- Change the administrator email address.
- Grant administrator permission to the new admin.
- Create a new administrator link.
- Delete the old administrator link.
If you cannot access your administrator link, and do not have a user set up with administrator permission, please contact firstname.lastname@example.org 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.
We will then provide the new administrator with the necessary access.
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 permission to the new admin
Open the calendar with the old administrator link. 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:
Grant administration permission to the user who will be the new admin and save your changes:
Create a new administrator link
Changing the administrator link is key to ensure that individuals who are not authorized to access the calendar (at an administrator level, or otherwise) can no longer do so.
You need to create a new administrator link before you delete the old administrator link:
- Open the calendar with the old administrator link.
- Go to Settings > Sharing.
- Create a new calendar link.
- Grant administrator level access to the new link.
- Be sure to name the new admin link specifically (“Administrator-NEW”).
- If desired, add password protection to the new admin link.
Now you are able to open the calendar with your new admin link and delete the old administrator link.
Delete the old admin link
It’s important to prevent unauthorized calendar access by the old admin or anyone who might have been granted access via the administrator link. The easiest way to do this is by deleting the old administrator link.
Follow the steps above to create a new administrator link. Then you can create the old administrator link
- Open the calendar through the new administrator link.
- Go to Settings > Sharing and locate the old administrator link.
- Click the Edit icon beside the old admin link, then click the Delete button in the top right.
If for some reason you wish to retain the old administrator link, but want to prevent it from admin access, you can simply change the access level. Instead of deleting the link, scroll to the Administration section and check No to remove the administration privileges. Scroll to the Calendars Shared section, where you can add or remove sub-calendars and set the access permission for each one. You can choose not to share any sub-calendars: just set each to Not Shared. If you do so, the link will still be live but the calendar, when opened, will show no data.
Review links and subscriptions
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).
Choose account-based administrator accesss
Account-based access offers enhanced security while keeping things flexible and powerful for many use cases. Having administrator access tied to a user account will prevent “anonymous users” from making unauthorized changes. It will also make organizational hand-offs simpler. Learn more about user accounts here.