What To Do with Your Calendar When an Employee Leaves

Keep your calendar secure after an employee leaves

When an employee leaves your business, or a group member exits an organization, you need to keep your calendar secure and operational. Here’s how.

No organization is static. People come and go, for many reasons. When an employee leaves your business, there are important steps to take. You can keep operations as smooth as possible and maintain security for your calendar and data.

Here’s what to do:

  1. Remove the employee as a calendar user.
  2. Secure calendar links accessed by the employee.
  3. Turn off any notification subscriptions for the employee.
  4. Maintain calendar security going forward.

If the employee who left the organization was the calendar administrator, it’s very important to make these changes swiftly and correctly. Follow these instructions to change the calendar administrator and maintain security for your calendar and data.

1. Remove the employee as a calendar user.

If you are using Teamup’s account-based access, you have added the employee as a user for your calendar. Now you will need to remove this user from your Teamup calendar. This is a simple process.

Needed action:

  • Open your calendar with administrator access.
  • Go to Settings > Sharing. You will see a list of users, groups, and links.
  • Find the employee’s user in the list. Click the edit icon.
  • Click the red Remove button.

2. Secure any compromised calendar links.

If the employee had access to any shareable calendar links, you need to secure these links. Here are the options:

  • deactivate the link.
  • delete the link.
  • add a password to the link.

Which options is best depends on how the link was used.

If only the departing employee, or a small group, had access to the link, it makes sense to delete or deactivate the link. Then create a new link and share it with the individuals who need it to replace the old one.

If the link was used for a larger team or group, you may wish to continue using the link. On a paid plan, you can add a password to any link. This will allow the group to continue using the link, but prevent the former employee from being able to use it. If the link already has a password, simply change it and notify the remaining members of the group.

3. Turn off the employee’s notifications.

Notifications include email notifications, Slack notifications, and Daily Agenda emails.

Review all existing notification subscriptions, and deactivate or delete any that belonged to the former employee. Fortunately, this is easy to do as the calendar admin. You can see a list of all active notifications in the calendar settings.

If you’re unsure about any of the notification subscriptions, 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 notification once you’ve determined that it is usable.

Needed action:

  • To review notification subscriptions, go to Settings > Notifications. You’ll see a list of all active notifications.
  • Find any notification subscriptions that belong to the former employee.
  • Click the Edit icon, then click Delete in the top right.
  • See more details about managing notifications here.

4. Maintain security going forward.

There are a few things you can do to keep your calendar secure, and make calendar administration more efficient.

  • Add employees and any others who will regularly access the calendar as account-based users. This provides greater security and control, while allowing you to maintain flexibility.
  • Have account-based access set up their own notifications. You have a greater degree of control and security with registered users. Users can also set up their own notification subscriptions, which you can review and manage as needed. More information here. 
  • Use password protection for shareable calendar links. That way, you can reset the password if needed.
  • Review all calendar access periodically.   You can do so by going to Settings > Sharing. You’ll see a list of all calendar users, groups, and shareable links.
  • Learn more about calendar links and protecting calendar data.

Photo by Michael Jasmund on Unsplash

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