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, three simple (but important) steps:

  1. Delete the employee’s calendar link.
  2. Turn off any notification subscriptions for the employee.
  3. 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. Delete the employee’s calendar link

We always recommend assigning one calendar link per individual or small group (see how), and this is a primary reason: when an employee leaves, you can simply deactivate or delete their calendar link. Instantly, their calendar access is revoked and you’ve restored security for your calendar, your calendar data, and your business operations.

However, if you’ve allowed many people to share one link, the process gets complicated.

Now you must deactivate or delete the calendar link used by the former employee, then create a new one to share with the other people who were using it. Alternately, you can add password protection to the calendar link; if you already have password protection in place, you can change the password. Once again, though, this method requires that you communicate the updated password with all others who are using the same calendar link.

If the employee who left was the calendar administrator, follow these instructions to change the calendar administrator.

Needed action:

  • Open your calendar with your admin link. Go to Settings > Sharing.
  • Find the calendar link used by the former employee.
  • Deactivate or delete that calendar link.
  • If others were using the same calendar link, create a new group calendar link or new individual calendar links.
    • Tip: name individual calendar links by the name of the individual who will use it. No more confusion about who is using which link.
  • Alternative to deleting the link: Enable password protection for the link, or change the password if it is already protected.

Remember: it takes more work initially to create individual calendar links or small-group calendar links, but in the long-term it makes calendar administration much easier. 

We’re happy to help you figure out the best way to set up your calendar for efficiency and security: get in touch with our support team.

2. Turn off the employee’s notifications.

If you have calendar notifications enabled globally, then any calendar user can subscribe. Notifications include email notifications, Slack notifications, and Daily Agenda emails. You need to review all existing notifications, 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.

3. Maintain security going forward.

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

  • Keep your administrator link safe and don’t share it with anyone except the calendar administrator(s).
  • Don’t use the administrator link to set up notifications, create iCal feeds, or embed a calendar. Instead, open the calendar with a link that has the appropriate level of access you want to share with others, and use that link to set up notifications, iCal feeds, or embedded calendars.
  • Learn more about the administrator link here.
  • Create a unique calendar link for each user or user group. It’s best if you keep the groups small so that if a group member leaves, it’s less disruptive to the entire organization.
  • Use password protection for small group calendar links. That way, you can reset the password if a group member leaves; the remaining group members can keep using the same calendar link with the new password.
  • Review your calendar links periodically. You can do so by going to Settings > Sharing. You’ll see a list of all calendar links. Pay special attention to links with Modify permission, as this access level allows users to add, modify, or delete any calendar events.
  • Learn more about calendar links and protecting calendar data.

Photo by Michael Jasmund on Unsplash