Manage Resource Calendar Permissions

Topics

Overview

Resource Calendars are calendars for things you typically reserve, such as conference rooms, parking passes or equipment. Resource Calendars are created by U-M Google administrators after submitting a Service Desk request from your local IT staff. If you need a calendar for other purposes (such as a group vacation calendar), we suggest requesting a Shared Account and creating a calendar owned by that account. 

Once a resource calendar has been created, control of that calendar is turned over to the department that controls the resource itself. Access to the calendar, including who can see or reserve the resource is controlled by calendar permissions, permissions which are assigned to an MCommunity Group. This document is intended for IT staff who manage resource calendars for their unit. 

Typical Configuration 

Most resource calendars need three MCommunity groups:

  • Admin group - usually local IT staff or office management staff
  • Administrative maintainers group - senior administrative staff who resolve conflicts on a resource calendar or control access to the calendar
  • All staff group - Individuals who use the resource

Note:These cannot be nested groups. Only the individual membership of the group is synced to Google, not the membership of sub-groups. 

Permission Options 

To reach your calendar sharing permissions options:

  1. In My Calendars, hover over the calendar name.
  2. Click the dropdown icon Dropdown icon 
  3. Select Share this Calendar.

Note:If the option to Share this Calendar is not listed then you do not have permission to manage sharing for that calendar.

There are two sections for controlling access to any Google Calendar:

The top portion, Share this calendar with others, contains global settings; options chosen here affect how everyone interacts with the calendar.

The bottom portion, Share with specific people, allows you to set finer controls around interacting with the calendar. You can add individuals with their own level of permission or add groups and give them specific levels of permission.

There are four levels of permissions in Google Calendar:

Level Type of access
See only free/busy (hide details)
  • Only displays block of time for scheduled events, no details are shown.
  • Can create reserves on the calendar
See all event details
  • Shows all details of events
  • Private event details are hidden and the person cannot change events on the calendar they did not create
Make changes to events
  • Shows all details of events
  • Private event details are not hidden and the person can change events on the calendar
Make changes AND manage sharing
  • Shows all details of events
  • Private event details are not hidden and the person can change events on the calendar
  • Can add other individuals or groups to the calendar

Recommended Settings 

Below are some common security configurations for resource calendars and how those calendars appear to campus.

Conference Room - Campus visible, reserves only by owning unit

Global settings

Share this calendar with others: Checked
Make this calendar public: Not checked
Share this calendar with everyone in the organization University of Michigan: Not Checked

Share with specific people

Admin group: Make changes AND manage sharing
Administrative Maintainers Group: Make changes to events
All Staff group: See all event history 

Conference Room - Visible only to unit, reserves only by owning unit

Global settings

Share this calendar with others: Not Checked

Share with specific people

Admin group: Make changes AND manage sharing
Administrative Maintainers Group: Make changes to events
All Staff group: See all event history 
 

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Last Updated: 
Thursday, September 28, 2017