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Interactive Demos | Organize Teams

Add a Calendar User with Customized Access

Set up secure, customized access by selecting which sub-calendars to share and assigning the appropriate permission levels.


Access level required: Administrator

Add a user by email

  1. Open Teamup in a browser.
  2. Click the blue menu (top right).
  3. Select Settings.
  4. Go to the Sharing section.
  5. Click Add User.
  6. Type in the email address of the user.
  7. Click Add.
  8. Enter the user’s name if the Name field is blank.
  9. Administration should be set to No.
  10. Scroll to the Calendars Shared section.
  11. You can share All calendars or Selected calendars.
  12. Click the permission menu next to each calendar to select the permission level.
    • Be sure to set the appropriate permission level for the user for each sub-calendar shared.
  13. Click Save.
    • The user will appear on the Sharing screen.

Add a link for sharing

You can also create calendar links for embedding or sharing a calendar publicly.

  1. On the Sharing screen, click Add User.
  2. Click to expand the Link option.
  3. Click Add.
  4. Give the link a specific name.
  5. Choose to share All calendars or Selected calendars.
  6. Set the appropriate permission (read-only is recommended for links).
  7. Click Save.
    • The link will appear in the Sharing list.

The calendar administrator can manage users and adjust access as needed: Click the name or Edit icon for any user or link to review, adjust, or remove their access.

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Color-Coding for Smarter Scheduling: A Cleaning Service’s Story

Color-Coding for Smarter Scheduling: A Cleaning Service’s Story

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Client projects rarely stay within one team. A single delivery often spans multiple departments, each using its own tools and processes. Design creates concepts and assets in their design tools, development tracks build work in a sprint board, QA manages testing in their own environment, and customer success coordinates onboarding on a separate timeline.

Each team is doing solid work. But no one sees the whole project as it moves forward. As a result, project managers spend time chasing updates from every department and trying to piece together what’s happening. With Teamup, project managers can create a unified calendar structure to coordinate complex, multi-department client projects with full transparency, fewer surprises, and smoother delivery.

Why cross-team visibility matters

When every department tracks its work in its own system, the overall project timeline becomes fragmented. This leads to issues such as:

Work stalling because a dependent task hasn’t started yet
Shared people or resources getting double-booked
Milestones drifting without early warning

Project managers constantly need to update status between teams just to keep everyone aligned. But with a shared timeline, everyone can easily see: Who is doing what, when their part starts, which tasks depend on others, when handoffs occur, which deadlines are at risk. With one shared calendar, the full delivery timeline is visible at a glance, improving coordination and efficiency across all teams.

A combined project calendar with departmental sub-calendars

In Teamup, you can build a unified project calendar that keeps everything visible while giving each department the appropriate access permissions. Each department works in its own sub-calendar and manages its own updates, while the full project rolls up into one timeline for the project manager.

Click to enlarge: A Teamup project calendar showing color-coded sub-calendars per department

For a closer look at how access levels and information visibility across internal teams, see how to Get Cross-Team Visibility with the Right Amount of Information Sharing.

The benefits of a unified project calendar
For project managers
Gain the oversight they need without chasing updates.
Easily spot delays, conflicts, or bottlenecks.
Share filtered, read-only views with clients and stakeholders.
For departments
See how their own schedule fits into the bigger project timeline.
Improve collaboration across teams with clearer, shared context.
Facilitate handoffs by having visibility into upstream and downstream work.
For leadership
Gain a high-level view of how the project is progressing across departments.
Spot broader risks and capacity constraints earlier.
Enable clearer, more reliable long-range planning.
Example: A cross-department project timeline in a shared calendar

Many client projects follow a sequence such as Design, Development, QA, Customer handoff, and Launch. In a unified shared calendar, the entire sequence becomes visible in one place.

For example: Design can schedule concepts, wireframes, and approval cycles. Development can block time for implementation and internal reviews. QA can add testing windows and verification steps. At the end, Customer Success can schedule onboarding or handoff activities.

With all of these phases shown together in a single timeline, it becomes much easier to understand dependencies, spot risks early, and ensure each team is ready for the next handoff —  keeping the entire project moving forward smoothly.

Click to enlarge: Design team Scheduler view. The lock icon next to the other department sub-calendars shows that events in other departments’ calendars are visible, but Read-Only

Ready to try a unified project calendar for your own team? Explore our live demos or create your own Teamup calendar.

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