Every event lives in a calendar. A calendar gives a set of events a shared color, a default timezone and one place to decide which members see them. Most businesses start with one calendar and add more when they run separate programs, such as a weekly call and a yearly retreat.
If Events is off in your workspace, switch it on under Settings > Features.
Who can create and change calendars?
Creating, editing, sharing and deleting calendars needs the permission Manage Calendars. Seeing the Events pages at all needs View Events. You assign both to a role under Settings > Team & Roles.
Without Manage Calendars, the plus button and the Edit entry in the calendar list stay hidden.
How do you create a calendar?
On the Calendar tab, the calendar list sits in the filter bar under Calendars. Click the plus button with the title Add Calendar. You can also pick Add New Calendar from the Calendar field while you create an event.
The form opens with the name New Calendar, a random color and the timezone of your browser. Under Information you set:
- Name, with the color picker next to it. The name is required and can be up to 255 characters long.
- Description, which is optional and shows on the public subscribe page. Clear the field and save to remove it again.
- Default Timezone for events, which every new event in this calendar starts with.
Click Create. The new calendar becomes your default, so the next event you create lands in it.
Why does the timezone matter?
When you pick a calendar for a new event, the event takes over the calendar's timezone. If you already changed the event's timezone by hand, your choice stays. Set the calendar timezone to where most of your events actually take place, not to where you happen to sit.
Which members see a calendar?
A new calendar is open to every member: it is assigned to the All members group right away. The Access section appears once the calendar exists, with the hint "Choose which members can see this calendar."
Use Assign member on the Members tab or Assign group on the Groups tab to name who sees it. Remove the All members group if the calendar is meant for a smaller circle only.
A member sees an event when they have access to the event itself or to its calendar, either directly or through a group. If an event is limited to a Space, members also need access to that space to see it. Admins see every calendar.
How do you filter the calendar view?
The calendar list in the filter bar shows or hides calendars in your own view. Click All calendars to show everything. In the three-dot menu of a calendar, Only this calendar hides the others. Your selection is remembered for your account and does not change what members see.
How do members follow a calendar?
Members see the same calendar list on their Events page. In the three-dot menu of a calendar they find Follow. A follower is notified once when a new event in that calendar is published, as long as they have access to that event. The notice also goes out by email unless the member switched Event reminders off in their profile notifications or turned off Email me about new events for that calendar.
How do you share a calendar publicly?
The Public section turns on Public subscribe page. It publishes a page where anyone can subscribe to this calendar in their own calendar app, without signing in. New events sync automatically.
Once it is on, you get two addresses, each with a copy button:
- Public page opens the subscribe page. It shows the calendar name, description and color and lists up to 12 upcoming dates of the next 60 days. Cancelled events are left out.
- Feed URL is the calendar feed itself. Paste it into any calendar app that accepts a subscription link.
A QR code links to the public page. Print it on a flyer or put it on a slide.
The public page and the feed only show events that are open to the All members group and not limited to a Space. Both addresses stop working while Events is switched off.
Turn the public page on only for a calendar whose events are meant for everyone. Keep events for a smaller circle in a separate calendar that stays private.
Switching the public page off disables both addresses. Switching it on again creates new ones, so links you shared before stop working.
Where do you see feed usage?
Settings on the Events header has the section Feed subscriptions. The tiles Active feeds, Total syncs and Last sync count the personal calendar feeds your members subscribed to. Calendar apps poll on their own schedule, so the numbers update as they sync.
Once members have used the subscribe buttons on their Calendars page, Subscribe clicks by app lists how often each calendar app was chosen, sorted by clicks.
How do you delete a calendar?
Open the calendar, click Delete and confirm. The calendar moves to the trash under Settings > Trash, where you can restore it. Its events are not deleted with it, but they are no longer shown while the calendar is in the trash. Pick another calendar in each event's Calendar field first, or delete the events you no longer need.