About sharing calendars

What you can learn in this topic:

• What it means to share a calendar
• Workflow problems you can solve by sharing
• Which calendars you can share
• Who you can share with
• Which events people you share with can see
• How people you share with know when you update or add an event
• How sharing differs from publishing

To learn how to share a calendar and how to cancel or change sharing, see How to share calendars.

What does it mean to share a calendar?

Sharing a calendar means giving other Trumba account holders permission to view and possibly edit, email, or publish a calendar that you created. You can control separately the permission level for each person with whom you share.

In the Trumba Connect editing environment, the people you share with see the shared calendar in their Other Calendars lists.

How can others use the calendars I share with them?

What workflow problems can I solve by sharing?

If you set up publisher and editor accounts to allow multiple people in your organization to keep calendars up to date, you'll want to set appropriate permission levels for each publisher and editor. You set permission levels on a calendar-by-calendar basis by sharing specific calendars with other Trumba account holders and assigning each account holder one of six possible permission levels:

• Can view content
• Can view and republish content (publisher only)
• Can view (republish) and show on (republish is publisher only)
• Can add, delete, and change content
• All of the above and send email (publisher only)
• All of the above and publish (publisher only)

The option you choose depends upon the account type (publisher versus editor) of the person you're sharing with and the workflow problem you're trying to solve. The table below lists a number of problems and recommends a sharing permission level solution for each.

Tip By default, regardless of the permission level you assign, editors with whom you share cannot create new calendars in their accounts. Learn more about editor accounts created before April 10, 2013 and enabling calendar creation for one or more editor accounts.

Permission levels to solve workflow problems

Workflow problem	Permission level
Keep managers or other interested parties informed about your events	Can view content Can see the events and other content on your calendar Cannot add, delete, or update content Cannot mix your calendar into their own published calendar Cannot publish or email calendars Cannot change calendar settings
Display your events on another group's calendar	Can view and republish content (publisher only) Can mix your calendar into their own published calendar Cannot add, delete, or update content Cannot publish or email calendars Cannot change calendar settings
Allow others to also show relevant events on a calendar you own	Can view (republish) and show on Can mix your calendar into their own published calendar (publisher only) Can also show events they create on your calendar Cannot directly add, delete, or update content on your calendar Cannot publish or email your calendar Cannot change your calendar settings Tip At the moment, there is no built-in process for you to approve events tagged as Also Shows On before they go live. Be sure to coordinate closely with publishers and editors to whom you assign "also shows on" permission. I'd like to understand Also Shows On better.
Allow others to add and update content	Can add, delete, and change content Can mix your calendar into their own published calendar (publisher only) Can create, edit, and delete events Can use event templates and custom fields owned by shared calendar Cannot publish or email calendars Cannot change calendar settings
Allow others to manage a distribution list of people who receive calendar updates (publisher only)	All of the above and email Can mix your calendar into their own published calendar Can add, delete, and update content Can use event templates and custom fields owned by shared calendar Can set up and modify the schedule and distribution list for a scheduled calendar email (but not mix in other calendars) Cannot publish calendar Cannot change calendar settings
Allow others to publish the calendar and create other spuds (publisher only)	All of the above and publish Can mix your calendar into their own published calendar Can add, delete, and update content Can use event templates and custom fields owned by shared calendar Can publish or email the shared calendar Cannot change calendar settings

To learn more about mix ins, spuds, emailing or publishing calendars, and adding and updating content, search the Help Table of Contents.

Which calendars can I share?

You can share any Trumba calendar that you created.

You cannot share calendars that others have shared with you.

Who can I share with?

You can share calendars with anyone who has a Trumba account. For sharing to work, you must know the email addresses the people you want to share with use to sign up for their Trumba accounts.

If you have created contact groups in your Trumba Address Book, you can grant share permission to an entire group at once.

What are contact groups?

You can't share calendars with people who don't have Trumba accounts.

Do people I share with see all of the events on the shared calendar?

People with whom you share a calendar see all the events (except private events) that actually belong to that calendar. They don't see events that are mixed in from other calendars.

What does "mixed in" mean?

Events marked as private don't show up on shared calendars. To the people you share with, the private time appears as free.

What do you mean by private events?

How do people I share with know when I update an event?

When you make a change to a calendar you share with another Trumba account holder, the change shows up in the Recent Activity panel that appears at the bottom of the other person's calendar workspace.

What is the Recent Activity panel?

The same applies in reverse. When someone you share with changes an event, you'll see the change listed in your Recent Activity panel.

Sharing versus publishing

Sharing a calendar is not the same as publishing a calendar.

• When you publish a calendar, you make it public by publishing it to the Web. Unless you password protect a published calendar or make it unsearchable, anyone can find the calendar using an Internet search engine.
• Sharing a calendar means giving other Trumba account holders permission to view, edit, and/or publish the calendar. You share a calendar when you want other publishers or editors to participate in reviewing a calendar and keeping it up-to-date.