Permissions Management

 

GroupCal offers a robust permissions mechanism that allows calendar owners and admins to control the actions and access levels of calendar members. By understanding the roles and permissions available, you can effectively manage your shared calendar and ensure the right level of control and collaboration. In this guide, we will explore the different roles, permissions, and settings in GroupCal, empowering you to optimize your calendar management experience.

The permission mechanism consists of three concepts:

Roles of calendar members in GroupCal

Every calendar member has one of the following three roles:

• Calendar Owner: The owner has full access to the calendar and cannot be removed. They are also the default admin of the calendar.
• Calendar Admin: Admins have full access to the calendar and can make changes, including making it a channel and requesting a verification badge. They can be removed by another admin.
• Calendar Member: Members can view events on the calendar, and their specific actions are determined by admins based on the permissions settings.

The calendar details popup indicates the roles of each member.

Calendar permission Settings

Each calendar can have its own separate permission settings. Those settings can be set on the calendar details popup.

• Add/Edit Events: Admins can enable or disable the option for members to add or edit events, giving control over changes made to the calendar’s events.
• Edit only their events: Calendar admins can restrict calendar members to editing only the events they are assigned to, helping protect other members’ events from being changed or removed.
• Edit Calendar Name and Photo: Admins can toggle the setting to allow or disallow members from editing the calendar’s name and photo, maintaining branding and visual identity.
• Add New Members: Admins can determine whether members have the ability to invite and add new members to the calendar. When turned off, members cannot invite members directly by adding their phone numbers to the calendar (this option is available on the GroupCal mobile apps). Additionally, they are not able to generate a link to the calendar in case such a link doesn’t yet exist. Disabling a link is allowed to admins no matter what this setting is.
• See only free/busy: This feature is designed to protect sensitive information while still providing a clear overview of schedule availability. When activated by a calendar administrator, the following rules apply:

• • For Calendar Members: Members of the calendar will no longer see the detailed information of events. Instead, any scheduled event will appear as “Booked.” This means they will be aware that a time slot is occupied but will not be privy to the event’s title, description, location, etc. Additionally, members will not be able to add and edit events. This is particularly useful for shared calendars where sensitive appointments need to be kept private from the broader group while still indicating unavailability.
  • For Event Owners: event owners always retain full access to the details of their own events, regardless of their role within the calendar. Even if an event owner is a regular member of the calendar (and not an administrator), they will still be able to view, edit, and manage all aspects of the events they created or assigned to. This ensures that individuals always have control over their personal entries.
  • For Calendar Administrators: Calendar administrators, by default, have full visibility into all events on the calendar, including all details, irrespective of the “See Only Free/Busy” setting. They also have the authority to toggle this privacy feature on or off, providing them with comprehensive control over the calendar’s information sharing policies.

Calendar actions exclusive to admins

Calendars have various configuration options available from their details popup, which are available only to admins of the calendar:

• Assigning Color per Members: Admins can assign specific colors to individual members. That color is used to mark events that are owned by that member.
• Adding Business Description: Admins have the privilege to add a business description, providing additional context and information about the calendar.
• Changing Permissions Settings: Admins can modify the permission settings of the calendar, granting or restricting specific actions for members.
• Making the Calendar a Channel: Admins can transform the calendar into a channel, allowing for broader dissemination of events and announcements.
• Requesting a Verification Badge: Admins can initiate a request for a verification badge, adding credibility and authenticity to the calendar.
• Assigning event ownership – Admins can assign ownership over events to calendar members