Calendar · Setup & configuration · 6 min read

Shared calendars and Calendar settings

Create team calendars with viewers and editors, and set the company's time zone, week start, working day and reminder defaults.

Before you begin

Creating or changing a shared calendar and saving settings need calendar.manage. Listing calendars needs calendar.view.

Steps

Create a shared calendar

1. Open Calendar > Configuration > Shared calendars and press New calendar.
2. Enter the Code (up to 40 characters, made upper case, unique, cannot change later), Name, optional Arabic name, Colour (#RRGGBB) and About.
3. Choose Who reads it: Everybody in the company or Its members only.
4. Choose Members who read and Members who add and change events. A person in both lists becomes an editor.
5. Press Save.

Change or retire it

1. Open a shared row to edit it. Your own My Calendar row does not open.
2. Untick Active to remove it from everyone's list. Its events stay.

Company settings

1. Open Calendar > Configuration > Settings.
2. Set Company time zone, Week starts on, Working day starts, Working day ends, New events last (5 to 1440 minutes) and Default reminder (0 to 10080 minutes before; 0 means none).
3. Press Save. The page confirms 'Saved.'

What happens next

• Members see the calendar under My Calendars with their role (viewer or editor). Editors can create, change and cancel events in it. Viewers can only read.
• A person who is not a member does not see a members-only calendar and gets 'Event not found.' for its events.
• The week start applies to Month, Week and the mini-month. Week view scrolls to one hour before the working day starts. New events start at the working-day start and last the default length with the default reminder.

Worked example

Create SALES, members only, with B as a reader and C as an editor. C can add events to Sales, and B sees them without Edit or Cancel. A private event C adds appears to B as "Busy". Changing Who reads it to everybody lets every colleague read Sales as a viewer.

Good to know

• 'Changing calendar settings needs the calendar.manage permission.' 'Creating a shared calendar needs the calendar.manage permission.'
• 'Another calendar has this code.' 'A member must belong to this company.'
• Times must be HH:MM with two digits: 'Use a time as HH:MM.' The start must be before the end: 'The working day ends before it starts.'
• 'Enter a whole number between 0 and 6.' applies to the week start sent by an integration.
• New calendar and New resource show for everyone who opens the page, but saving fails without calendar.manage.
• Layer colours can be set only through the system's interface for integrations; there is no screen field.
• Two people saving at once: 'This record changed since you opened it. Reload it and try again.'