Many community groups and clubs have a shared Teamup calendar for planning and sharing group events. Often, a single person might administrate the whole calendar: Collecting event details, inputting the information in the calendar, and updating if something changes. Managing a group calendar this way can easily become a lot of work. One way to reduce the workload for group administrators is to let members submit their own events to the calendar. Then you can share the calendar link with members, on social media or elsewhere, and let people add event information directly to the calendar.
Let group members add events
Permission levels
When you create a shareable calendar link, you can assign a permission level for each sub-calendar. Two permission levels are important here:
- Read-only permission allows group members to view events only: Group members can see the events but they won’t be able to modify events or add their own events to the calendar.
- Add-only permission allows group members to add events: Group members can create a new event and they’ll have a short time to make changes to it. Then it will be “locked” and they can’t make more changes. They won’t be able to modify or remove events added to the calendar by other group members.
How it works
Since it’s possible to assign a different permission level to each sub-calendar, you can set it up so group members can ONLY add events to a specific sub-calendar. The group admins can then review all the submitted events to make sure they have the right information or meet certain criteria. If the event is approved, the group admin can move it to the other sub-calendar(s) with other approved events.
How to set it up
You need a sub-calendar specifically for user-submitted events. You could call it “Event Submissions” or something similar.
- Create a new sub-calendar for event submissions.
- Create a new shareable calendar link for the group:
- Share the calendar link with the group.
Group members will only be able to add events to the Event Submissions calendar.
When an event is added, one of the group admins can review it. If the event is approved, they move the event from the Event Submissions calendar to one of the other sub-calendars. For example, you might have sub-calendars for different event types: Outdoor Events, Community Meetings, Volunteer Work, etc. If a member submits a volunteer opportunity, you can review it, make sure it has all the needed info, then move it off the Event Submissions calendar and onto the Volunteer Work calendar. See more details here.