Calendar Access and User Management

The master calendar is the top-level calendar: Think of it as an office building. Sub-calendars are individual sections within it, like rooms in that building. Each sub-calendar can represent a team, project, resource, or person. For each user, the administrator chooses which sub-calendars are shared and sets the permission level.

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• Account-based access: The standard way to give someone access to a Teamup calendar. Users log in with a verified Teamup account. Provides a high security level and granular control.
• Shareable links: A customized calendar URL that can be provided for access without requiring an account. Best for public viewing, embedding calendars, or temporary external access. Does not provide the same level of security as user access.

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Only a calendar administrator can add users.

To do so:

Go to Settings > Sharing > Add User. Enter the user’s email address. If they don’t have a Teamup account, they’ll receive an invitation to create one. Then select which sub-calendars they can access and set a permission level for each. Save when done.

▶️ Add a user
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Only a calendar administrator can add or remove users.

Go to Settings > Sharing, find the user in the list, click the pencil (edit) icon, then click Remove. You can also deactivate a user temporarily using the toggle without fully deleting them.

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Teamup has 9 access permission levels, ranging from no access to full administrator control:

1. Read-only: View events and all details; cannot make any changes.
2. Read-only, no details: View events as time blocks only; event details are hidden.
3. Add-only: Add new events and view existing ones; cannot edit or delete others’ events. New events can be edited within the same browser session (up to ~30 minutes).
4. Add-only, no details: Same as Add-only, but existing event details are hidden.
5. Modify: Full ability to add, edit, and delete any events.
6. Modify my events: Add new events and edit/delete only events the user created. Can view but not edit others’ events.
7. Modify my events, no details: Same as Modify my events, but details of others’ events are hidden.
8. Not Shared: No access at all to the sub-calendar.
9. Administrator: Full access plus control of all calendar settings, users, and permissions.

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Yes. When adding a user, you can select which sub-calendars to share and set the permission level for each one individually. For example, a team member could have Modify access to their own sub-calendar, Read-only access to colleagues’ sub-calendars, and Modify my events access to a shared team calendar. Permissions can be adjusted by the administrator at any time.

▶️ Manage who can access each sub-calendar
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Setting a sub-calendar to Not Shared means that user cannot see or interact with that sub-calendar at all. It’s the way to exclude certain sub-calendars from being access by that user while still allowing them access to other parts of the calendar.

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Yes. When adding a user, you can choose “All calendars” instead of “Selected calendars” and set one permission level that applies across every sub-calendar. This is useful for certain users but should be used with care. Be careful to assign an appropriate permission. For example, users who will manage events across the entire calendar may need Modify permission, while users who only need to view all events should be given Read-only permission.

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No. Removing a user removes their access to the calendar, but any events they added remain on the calendar. The calendar administrator can manage that data as needed, after the user is removed. A removed user’s calendar data can be kept as-is, reassigned, archived, exported, and/or deleted as appropriate.

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Six key foundations make a calendar secure from the outset:

1. Familiarize yourself with the calendar settings.
2. Limit administrator access to one or two authorized people.
3. Use account-based access for all active team members.
4. Assign permission levels based on each person’s actual role and needs.
5. Give users access only to the relevant sub-calendars for their work.
6. Build regular routines to review and update access over time.

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